Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Geneva
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. UNEP operates in multiple countries and has a mission to encourage sustainable development through sound environmental practices. The organization aims to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations.

Job Overview:
The Administrative Assistant position is located in the United Nations Environment Programme, Regional Office for Europe (UNEP/ROE) at the Geneva duty station. The incumbent will be responsible for ensuring the smooth running of the front office and providing substantive and administrative support to the Director of the Europe Office. This role involves managing priorities and workflow, coordinating diverse activities, and ensuring that management directives are executed efficiently. The Administrative Assistant will serve as a communications link between the supervisor and senior staff, manage time and scheduling, and undertake representational duties. The position requires a proactive approach to handling complex information requests, drafting correspondence, and preparing materials for meetings and presentations. The role also includes establishing administrative procedures, organizing official receptions, and managing confidential information.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include: assisting in the overall administration of the department/division, providing substantive and administrative support in managing priorities and workflow; coordinating and monitoring multiple activities to ensure timely delivery of products; compiling and analyzing data from various sources; serving as a communications link between the supervisor and senior staff; managing time and scheduling for the manager; undertaking representational duties; screening and prioritizing incoming correspondence; researching and summarizing background materials; independently handling complex information requests; drafting responses to correspondence; supporting the manager in presentations; establishing and improving administrative procedures; organizing official receptions and meetings; managing travel arrangements; preparing and classifying confidential information; exercising quality control for outgoing documents; assisting with data collection and analysis; and performing other duties as assigned.

Required Qualifications:
The position requires a high school diploma or equivalent. Additional training in office administration, office management, or a related field is desirable. Candidates must have seven years of experience in general office support, administration, or a related area. This experience is reduced to five years for candidates with a first-level university degree. Proficiency in drafting correspondence and communication materials using MS Office packages is required. Experience within the United Nations common system or similar international organizations is desirable, as is experience working in a front office and in data analytics or related areas.

Educational Background:
A high school diploma or equivalent is required for this position. Additional training in office administration, office management, or another related field is desirable and may enhance a candidate's application.

Experience:
Candidates must have a minimum of seven years of experience in general office support, administration, or a related area. This requirement is reduced to five years for candidates who possess a first-level university degree. Relevant experience in drafting correspondence and communication materials using MS Office packages is essential. Experience within the United Nations common system or similar international organizations is considered an asset, as is experience working in a front office and in data analytics or related areas.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official United Nations language is desirable. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while 'knowledge of' means a rating of 'confident' in two of the four areas.

Additional Notes:
The appointment against this post is for an initial period of one year and may be subject to extension. The selected candidate will be granted a fixed-term appointment limited in accordance with administrative instructions. Renewal of the appointment is contingent upon the continued existence of the mandate and availability of funding. The position is subject to local recruitment, and applicants must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving gender balance and geographical diversity in its staff, and female candidates are strongly encouraged to apply.