Administrative Assistant

Job Description

Vacancy Code VA/UNOPS/NAO/AoC/4 Post Title Administrative Assistant Post Level A1 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 an administrative assistant to provide support to the Office Manager/Events Planner on all aspects of administration of the AoC Secretariat office in New York; administrative support 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; logistics support for the Alliance of Civilizations Forum (an annual event convening over 300 participants); and executive assistance to senior staff within the Secretariat. The responsibilities of the position and desired qualifications for candidates to be considered are outlined below. **RESPONSIBILITIES** - Support the Office Manager in providing administrative support to the AoC-related travel of the HRSG and his Special Adviser, including assuming primary responsibility for any of the tasks noted below as per delegation by the Office Manager: o Assist in scheduling of HRSG’s program of meetings, press conferences, and engagements for his visits to UNHQ; o Along the lines delineated by the Modus Operandi document relating to the HRSG’s travel, making travel arrangements, assisting in the processing of travel advances and reimbursements, and - Assist the Office Manager in managing all administrative aspects of the AoC Secretariat to ensure its smooth functioning –including assuming primary responsibility for any of the tasks noted below as per delegation by the Office Manager: o Maintaining a database of AoC contacts; o Drafting correspondence as required by the HRSG and/or by the Secretariat Director; o Managing both hard and electronic file systems including the HRSG’s correspondence o Acknowledging receipt and drafting routine replies for the HRSG and Secretariat-staff o Maintaining attendance records, office supply inventory, and other relevant administrative forms and records; office mailings - Support to the Office Manager in managing meeting and event planning for the AoC –including the AoC Forum and related working meetings - including assuming primary responsibility for any of the tasks noted below as per delegation by the Office Manager: o Making hotel and travel arrangements for staff and participants (in coordination with UNOPS and/or host governments; o Drafting letters of invitation; - Support the Office Manger in providing executive assistance to the Director of the AoC Secretariat including assuming primary responsibility for any of the tasks noted below as per delegation by the Office Manager: o Managing calendar and appointments; o Managing travel arrangements and submission of related travel authorization, travel advance and reimbursement forms; o Managing phone calls and correspondence for the Secretariat Director while he is on AoC missions. **Required Competencies & Knowledge** - Excellent organizational and multi-tasking skills; - Strong communications skills (both spoken and written); - Strong attention to detail - Ability to work in a multicultural and international environment Academic Qualifications/Experience/Language - Minimum high school degree or high school equivalent - Minimum 5 years of experience in project support and administration and/or event support and planning - Knowledge and/or experience in UN rules and procedures an asset - Experience supporting support to high level officials and dignitaries - Oral and written fluency in English - Ability to speak multiple languages preferred (preferably French and/or Spanish) - High level of IT proficiency **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.