Support Services Senior Officer

Job Description

Dutystation: New York, United States of America

Functional responsibilities

• Provide administrative and logistical support to the 10th UNAOC Global Forum;
• Participate in preparatory meetings of the Organizing Committee;
• Maintain databases, update and verifying the accuracy of data using online sources; update tracking files, including verifying if confirmed participants registered for the Forum or not yet;
• Draft formal letters of invitation and notes verbale, using existing templates;
• Circulate Forum-related documentation; distribute materials during plenary, breakout sessions and other events per the Forum’s programme;
• When requested, liaise with Forum participants concerning their travel arrangements, accommodation, transportation, etc;
• Assist with rooming lists’ verification process;
• Support the rehearsal processes for various segments of the Forum;
• Assist the Organizing Committee with logistical arrangements related to the plenary, breakout sessions and other special events organized in the context of the Forum (protocol, nameplates, water, decoration, etc.);
• Prepare for an official mission of the UNAOC Delegation to Portugal and provide on-site support throughout the Forum;
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Communications support:

• Perform research related to content for Forum-related materials (concept notes, background information, profiles of potential speakers, compilation of bios and photos, etc.);
• Provide support to the UNAOC communications team with collecting quotes for social media posts;
• Provide support to the UNAOC communications team with, ensuring adequate branding throughout the Forum venues;
• Act as a rapporteur during the Forum sessions, prepare summary notes and contribute to the Forum report preparation.

Education/Experience/Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education

• Advanced university degree (Master’s degree or equivalent) preferably in Event Management, Business Administration, Public Administration or a related field.
• A first-level university degree with a relevant combination of academic qualifications and 2 years of work experience may be accepted in lieu of the advanced university degree.

• A minimum of two (2) year of relevant experience in general administrative or operations support services in national or international public or corporate organizations is required;
• Proficiency in Microsoft Office Suite;
• Excellent communication and interpersonal skills;
• Very strong attention to details;
• Ability to work collaboratively within a team;
• Wiliness to travel and work flexible hours as needed.

Desirable:(The following experience is optional. Candidates who do not have it are welcome to apply)

• Experience in the UN system organizations is desirable.
• Strong organizational and project management skills.

Language requirements

• Fluency in English is required.
• Knowledge of French or other UN working languages is desired.
• Portuguese language skill constitutes and added advantage.

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.