Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Kyiv
Country: Ukraine
Deadline Date: 05-Dec-2024

Job Details

Job Posting Organization:
The job posting organization is UNOPS (United Nations Office for Project Services), which was established to help the United Nations and its partners manage projects effectively and efficiently. UNOPS operates in over 80 countries and employs thousands of personnel worldwide, focusing on sustainable project management, infrastructure, and procurement services. The organization aims to support peace and security" style="border-bottom: 1px dotted #007bff !important;">security, humanitarian response, and sustainable development through its various initiatives and partnerships.

Job Overview:
The position of Administrative Support is crucial for the effective and efficient functioning of the UNOPS Ukraine Management Office. The role involves providing comprehensive administrative support to the director" style="border-bottom: 1px dotted #007bff !important;">Country Director and ensuring smooth communication and collaboration between internal and external stakeholders. The successful candidate will be expected to manage schedules, organize meetings, and facilitate knowledge sharing within the office. The position requires a proactive approach to problem-solving and the ability to maintain professionalism and teamwork in a dynamic environment. The Administrative Support will also play a key role in organizing high-level visits and events, ensuring adherence to protocol, and managing correspondence on behalf of the Management Office.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support include but are not limited to:

• Supporting the Country Director with administrative tasks and enhancing a professional work environment.
• Managing the schedules and calendars of the UACO Management Office, organizing official meetings, and preparing agendas and minutes.
• Coordinating visits of high-level officials and organizing corporate events.
• Establishing effective communication systems within the office and with external partners.
• Handling written and verbal communications on behalf of the Management Office and ensuring timely dissemination of information.
• Preparing routine correspondence, reports, and briefing materials for the Country Director.
• Managing travel arrangements and official missions for the Management team.
• Supporting the identification of local stakeholders and facilitating strategic conversations.
• Drafting agendas for official meetings and preparing background documents for high-level officials. 1
• Contributing to knowledge sharing and supporting corporate UNOPS initiatives in Ukraine.

Required Qualifications:
The required qualifications for the Administrative Support position include:

• A High School Diploma is mandatory.
• A Bachelor’s degree in Business or Public Administration, or related fields is preferred and may substitute for years of experience.
• A minimum of 6 years of experience in providing support to senior management in business administration is required.
• Experience in public relations and communication with senior officials and NGOs is desirable.
• Knowledge of UN rules and regulations, as well as familiarity with government directories and NGOs, is an asset.

Educational Background:
The educational background required for this position includes a High School Diploma as a minimum requirement. A Bachelor’s degree in Business or Public Administration, or related fields, is preferred and may be accepted in lieu of years of experience. This educational foundation is essential for understanding the administrative and operational aspects of the role.

Experience:
The level of experience needed for the Administrative Support position is significant. Candidates must have at least 6 years of experience in providing administrative support to senior management, particularly in general business administration. Experience in public relations and communication with senior officials, representatives of diplomatic missions, and NGOs is also desirable. Familiarity with UN operations and regulations will be beneficial for candidates.

Languages:
Fluency in written and oral English and Ukrainian is mandatory for this position. Knowledge of another UN working language is considered desirable, which would enhance communication capabilities within the UN system and with various stakeholders.

Additional Notes:
This is a local position, open to Nationals of Ukraine and individuals with a valid residence/work permit. The contract type is Local ICA Support, with a contract level of LICA-

• The duration of the contract is ongoing, subject to organizational requirements, availability of funds, and satisfactory performance. The application period for this position is from 21-Nov-2024 to 05-Dec-2024, and applications must be submitted before midnight Copenhagen time (CET) on the closing date.