Administrative Support

Job Posting Organization:
The position is located within the Middle East Division of the Departments of Political and Peacebuilding Affairs, and Peace Operations of the United Nations. The United Nations was established in 1945 and has a mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. It operates in multiple countries around the world, employing thousands of staff members dedicated to various humanitarian and development efforts. The organization emphasizes the importance of diversity and inclusion in its workforce, aiming to reflect the global community it serves.

Job Overview:
The Administrative Support position is crucial for ensuring the smooth operation of the office within the Middle East Division. The incumbent will perform a wide range of office management and administrative support functions, which include managing calendars, scheduling meetings, and coordinating travel arrangements for the Special Representative. This role requires a proactive approach to maintaining efficient information flow and preparing confidential materials for reports and briefs. The incumbent will also assist in coordinating service-wide activities and orienting new staff to administrative procedures. This position demands a high level of professionalism, teamwork, and organizational skills, as the incumbent will be expected to manage multiple tasks and priorities effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Performing a full range of office management and administrative support functions with minimal supervision.
• Managing calendars and scheduling meetings for the Special Representative.
• Coordinating travel arrangements and maintaining liaison with the Executive Office and senior officials.
• Ensuring efficient information flow and preparing confidential documents.
• Researching and compiling background materials for reports and speeches.
• Assisting in the coordination of meetings, training, and special projects.
• Orienting new staff and providing general assistance to office support staff.
• Attending meetings, preparing minutes, and monitoring follow-up activities.
• Drafting responses to correspondence and producing complex documents. 1
• Managing and updating internal databases and websites. 1
• Assisting in the preparation of presentation materials. 1
• Performing various administrative duties such as leave recording and office supply orders. 1
• Maintaining files and databases for the work unit. 1
• Assisting with data collection and analysis for reports. 1
• Performing other duties as assigned.

Required Qualifications:
The required qualifications for this position include a high school diploma or equivalent. Candidates must have a minimum of five years of experience in providing administrative support or general office support. Experience working for the United Nations or a similar international organization is essential. Proficiency in Enterprise Resource Planning (ERP) systems such as SAP or UMOJA is required, and experience providing administrative support to senior officials is desirable. Candidates should demonstrate a strong understanding of internal policies and procedures related to program administration and budgeting.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific higher education qualifications are mentioned, relevant experience and skills are emphasized as critical for success in this role.

Experience:
Candidates must possess a minimum of five years of experience in administrative support or related fields. Experience within the United Nations or similar international organizations is required, highlighting the importance of familiarity with the organization's operations and culture. Additionally, experience with ERP systems is necessary, indicating a need for technical proficiency in managing administrative tasks.

Languages:
English is the mandatory working language for this position, with a requirement of UN Level II proficiency in reading, writing, listening, and speaking. French is also a working language of the United Nations, and while it is not mandatory for this position, proficiency in French may be considered an asset.

Additional Notes:
This position is temporarily available until March 31, 202

• If the selected candidate is a current staff member of the United Nations Secretariat, the selection will be treated as a temporary assignment. The position is subject to local recruitment, meaning that applicants must be authorized to work in the duty station. Selected candidates from outside the duty station will be responsible for their relocation expenses. The United Nations does not charge any fees during the recruitment process, and all employment decisions are made based on qualifications and organizational needs.