Office Manager and Events Planner

Job Description

Vacancy Code VA/UNOPS/NAO/AoC/3 Post Title Office Manager and Events Planner Post Level A4 (ICS-11) Project Alliance of Civilizations Duty Station New York, NY, USA Duration ASAP through 31 December 2007 (initially) **Closing Date 9 July 2007** **Project Background** The Alliance of Civilizations, launched by the Office of the Secretary-General of the United Nations and co-sponsored by the Prime Ministers of Spain and Turkey, responds to a broad consensus across nations, cultures and religions that all societies are interdependent, bound together in their development and security, and in their environmental, economic and financial well-being. The Alliance seeks to forge collective political will and to mobilize concerted action at the institutional and civil society levels to overcome the prejudice, misperceptions and polarization that militate against such a consensus. The Alliance hopes to contribute to a coalescing global movement which, reflecting the will of the vast majority of people, rejects extremism in any society. The AoC project whose Secretariat is based in New York, NY, is funded by multiple donors and executed by UNOPS. **Duties and Responsibilities** The Secretariat of the Alliance of Civilizations (AoC) requires a senior administrative professional to manage the administration of its office in New York; executive assistance to the High Representative of the Secretary-General (HRSG) for the Alliance of Civilizations, particularly as regards his travels and missions on behalf of the AoC; management of the Alliance of Civilizations Forum (an annual event convening over 300 participants); and executive assistance to senior staff within the Secretariat. The position would be supported by an administrative assistant to help carry out all of the responsibilities outlined below. RESPONSIBILITIES - Serve as contact point for the Lisbon-based office of the HRSG in order to provide guidance and support to the HRSG and his Special Adviser on all administrative issues, including managing the HRSG’s program of meetings, press conferences, and engagements for his visits to UNHQ; and, along the lines delineated by the Modus Operandi document relating to the HRSG’s missions - Serve as primary liaison officer between AoC Secretariat and UNOPS administration in order to ensure project implementation (e.g. timely recruitment, timely travel arrangements, budget and expenditure monitoring, donor reporting) - Manage all administrative and operational aspects of the AoC Secretariat to ensure its smooth functioning, including: o Establishing and maintaining a database of AoC contacts; o Serving as contact point within the AoC Secretariat for all support offices at the UN (i.e. UNOPS, office of technical support, property management unit, conference planning unit, etc.); o Draft Terms of Reference and Job Descriptions, screening and interview candidates (in coordination with UNOPS); o Managing office both hard and electronic file systems o Managing office petty cash account, including monthly balancing and reporting; o Managing office inventory, equipment and maintenance o Managing office budget and expenditures - Manage meeting and event planning for the AoC –including the AoC Forum and related working meetings including: o Serving as focal point within the AoC Secretariat for host country planners, logistics coordinators, all relevant vendors and UNOPS o Generating and managing timetables for all logistical preparations for meetings and conferences; o Negotiating hotel contracts and overseeing travel arrangements for staff and participants (in coordination with UNOPS and/or host governments; o On-site management of the Forum - Provide executive assistance to the Director of the AoC Secretariat **Required Competencies & Knowledge** - Excellent organizational and multi-tasking skills - Strong communications skills (both spoken and written) - Strong inter-personal skills, tact, and ability to manage confidential information - Able to anticipate and manage in a pro-active manner administrative and logistical needs - support to high-level personalities - Knowledge of UN administrative rules and procedures an asset - Ability to work in a multicultural and international environment. **Academic Qualifications/Experience/Language** - Masters Degree in management, international relations or related field - At least 10 years of progressively responsible experience in event planning and management - At least 10 years of experience in project and/or office management including budgetary and financial management experience - At least 5-7 years of experience in dealing with and providing administrative and/or logistical support to high level personalities - Oral and written fluency in English - Ability to speak multiple languages preferred (preferably French, Spanish and/or Arabic). **Submission of Applications** Qualified candidates may submit their application, including a letter of interest, complete Curriculum Vitae and an updated United Nations Personal History Form ( template may be obtained from ), to **Mr. Oscar Hernandez**, via e-mail to . **Kindly indicate the vacancy number and the post title when applying** (in the subject line by e-mail). Additional Considerations - Applications received after the closing date will not be considered. - Only those candidates that are short-listed for interviews will be notified. - Qualified female candidates are strongly encouraged to apply. - UNOPS reserves the right to appoint a selected candidate at a level below the advertised level of the post.