Job Vacancies United Nations Office on Drugs and Crime (UNODC)
Position: Administrative assistant
Location: United States of America ( The ), New York
Closing Date: Thursday, 14 June 2012
Organizational Setting and Reporting
The post is located in the New York Liaison Office (NYL), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC).
The incumbent reports to the Representative.
1. Assist in the planning, coordination, preparation and execution of events and launches. Liaise and collaborate with relevant UN entities, Permanent Missions, Civil Society Organizaitons, media, and academic institution representatives throughout the process. Assist in the development of event agendas, create and/or maintain guest lists, make arrangements for venue bookings, and assist during the event to ensure smooth running as well as after for post-event follow-up.
2. Serve as focal point for administrative coordination of activities, involving liaising with diverse organizational units to initiate requests and follow-up on administrative actions. Ascertain which agency or organization is the most appropriate for answering inquiries, request the necessary information or action, conduct vigilant follow-up until desired action or information is acquired. Attend to a range of ITSD needs in the office. Handle all telephone problems. Establish/manage web accounts where useful for office procurement needs.
3. Attend to budget and administrative and inquiry matters. Maintain records of budget allotments and expenditures. Process travel expenses. Handle invoices from vendors, and arrange payment based on the appropriate budget lines. Coordinate with the Executive Office and UNODC Headquarters on budget and administrative matters. Ensure phone bills are obtained, vetted and processed. Field external requests for information, respond to questions, and determine to whom inquiry should be referred. Place orders for office supplies, maintain New York Times subscription and collect NY Times and Journal daily, and ensure Journal is vetted.
4. Provide key and general assistance and support to the New York Office, including conducting research and drafting correspondence, taking dictation, creating charts and presentations. Keep files for the office. Answer phones and process and route incoming mail. Maintain office contacts list. Arrange meetings. Prepare materials.
5. Provide mission support to the Chief of the New York Office and to the Executive Director during his visits to New York. Arrange travel. Compile reference documents for the ED to use during his visits. Make appointments and prepare schedules for the ED’s visits and ensure that information is kept up-to-date and is easy to reference by the ED. Arrange local transportation for the ED, handle up-to-the-minute changes in his agenda/car service needs, and liaise with ED’s front office to coordinate travel to the United States.
Ability to perform a broad range of administrative functions, e.g., budget/work program, human resources, database management, etc
. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations.
Speaks and writes clearly and effectively.
Listens to others, correctly interprets messages from others and responds appropriately.
Asks questions to clarify, and exhibits interest in having two-way communication.
Tailors language, tone, style and format to match the audience.
Demonstrates openness in sharing information and keeping people informed. Technological Awareness:
Keeps abreast of available technology.
Understands applicability and limitations of technology to the work of the office.
Actively seeks to apply technology to appropriate tasks.
Shows willingness to learn new technology.
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.
Five years of work experience in administration or related area.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required.
Written assignment and competency-based interview.
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. If an external candidate is selected, his/her appointment will be subject to a passing grade on the relevant entry-level examination at the duty station. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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