The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Purpose of the Position:

The purpose of the position is to provide high-quality administrative support services to the Director’s Office, to ensure that routine services and activities within the administrative domain are properly implemented.

Objectives of the Programme:

The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.

Main duties and responsibilities:

The incumbent will perform the following duties and responsibilities:

Director’s office

Under the supervision of the Executive Assistant:

• Assist in the management of the Director’s diary
• Organise UNICC-wide internal meetings
• Reply to invitations from Government, Consulates and Permanent Missions
• Assist with the organization of onsite visits for the Director (welcome visitors, prepare meeting room and material, etc.)
• Handle confidential matters related or not to UNICC
• Review documents for signature by the Director or their OIC, including
  • HR documents (position description, recommendation of interview panel, STDAs, etc.)
  • Letters
  • Mandates, MOUs
• Draft emails, letters and other types of documents on the basis of a short outline
• Maintain paper and digital files
• Maintain the list of contacts for the Director
• Assist the Director in the preparation of their duty travel
• Coordinate the preparation of the Management Report for the Executive Committee
• Act as the back-up for the EA when on leave

DO Division

• Act as a focal point for the Division for administrative processes and their correct implementation across all teams
• Support the Director with recurrent administrative activities such as ePMDS follow-up and leave cover
• Collaborate with the Division Chiefs’ assistants to share initiatives, information and best practices

Duty travels

Under the supervision of the Executive Assistant and in coordination with UNICC Travel Assistants in other duty stations:

• Organise duty travels for Geneva-based personnel in line with WHO and UNICC travel policies, inc. but not limited to
  • Providing cost estimates
  • Getting travel authorized
  • Booking flights
  • Assisting in visa requests
  • Drafting travel claims
• Provide duty travel advise to UNICC personnel
• Keep informed of WHO changing travel policies and systems
• Act as a back when UNICC Travel Assistants are on leave in other duty stations

Office management

• With the EA and the GVA Local Admin Assistant, screen and monitor incoming and outgoing correspondence and phone calls (UNICC Switchboard). Place and screen telephone calls, answer routine questions, refer enquiries to the appropriate staff
• Act as a backup for the local administrative assistant when on leave, inc. but not limited to
  • Providing and revoking access to the office
  • Replying to general queries about the duty station or administrative policies and procedure
  • Printing materials
  • Welcoming visitors
• Provide other ad hoc support either within your team or in other teams as required – this includes the participation in special projects or administrative support to service delivery for short period of time on a part-time or full-time basis upon request from the senior management.

Recruitment Profile

Experience and Skills required:

Essential:

• A minimum of three (3) years of administrative experience
• Experience working in a deadline-oriented and multi-cultural environment
• Experience displaying good communication and interpersonal skills, and ability to maintain confidentiality
• Experience with the usage of computers and office software packages (MS Word, Excel, etc.
• Proven record of demonstrating initiative and good organizational skills

 Desirable:

• Working experience in the administrative field and/or providing administrative/secretarial support to senior management in an international setting

Education*:

Essential:

• Completion of secondary school diploma

Languages:

• English: Fluent knowledge is required
• French: intermediate knowledge is required

UNICC Global Competencies:

• Teamwork: Develops and promotes effective relationships with colleagues and team members. Deals constructively with conflicts.
• Communicating: Expresses oneself clearly in conversations and interactions with others; listens actively. Produces effective written communications. Ensures that information is shared.
• Respecting and promoting individual and cultural differences: Demonstrates the ability to work constructively with people of all backgrounds and orientations. Respects differences and ensures that all can contribute.
• Knowing and managing yourself: Manages ambiguity and pressure in a self-reflective way. Uses criticism as a development opportunity. Seeks opportunities for continuous learning and professional growth.
• Producing results: Produces and delivers quality results. Is action oriented and committed to achieving outcomes.
• Moving forward in a changing environment: Is open to and proposes new approaches and ideas. Adapts and responds positively to change.

Other Information

Eligibility:

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Compensation:

Annual Salary Estimation (net of tax at single rate):

• Geneva: CHF 70,872

UNICC also offers generous leave and absence allowances, flexible working hours, overtime compensation, teleworking, access to training, and depending on eligibility other benefits such as relocation grant, dependency allowance, language allowance, or education grant.

Closing date for applications:

Applications will be accepted until midnight (Geneva Time) on 13 June 2023.

Notes:

• Technical and/or personality tests may be carried out as part of the selection process
• Only short-listed candidates will be contacted
• Though you may not be selected for this advertised position, the UNICC will keep your application in a roster if your profile is deemed to be of potential interest for the Centre. You may thus be solicited by our HR department to participate in an interview for another position

The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.