Administration Associate - FCLP

Job Posting Organization:
UNOPS (United Nations Office for Project Services) is a central resource of the United Nations that supports partners in building a better future by providing services that enhance the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development projects. Established to serve as a project management and procurement resource, UNOPS operates in approximately 125 countries, working with governments, donors, and various UN organizations. The organization is committed to sustainable project management and infrastructure services, ensuring that projects are executed with a focus on long-term impact and sustainability.

Job Overview:
The Administration Associate will play a crucial role in supporting the Director of the Forest & Climate Leaders’ Partnership (FCLP) by managing administrative tasks, communication, and logistical support. This position requires a proactive individual who can effectively manage the Director's calendar, arrange meetings, and provide secretarial support. The Associate will also be responsible for liaising with internal and external stakeholders, ensuring smooth communication and information management. The role involves maintaining confidentiality, managing travel arrangements, and supporting knowledge sharing within the organization. The successful candidate will contribute to the overall effectiveness of the FCLP by ensuring that administrative processes are efficient and well-organized, thereby allowing the Director to focus on strategic priorities.

Duties and Responsibilities:

• Administrative Support: Manage the Director’s calendar, schedule meetings, and provide secretarial support, including preparing briefing files and minutes. Handle incoming and outgoing correspondence and manage queries with discretion. Support protocol matters and keep the Director informed of administrative issues.
• Communication and Information Management: Liaise with stakeholders, screen correspondence, draft routine documents, and maintain contact lists. Ensure proper filing of confidential records and develop calendars of significant events.
• Logistical Support: Coordinate travel arrangements for the Director, including visa and hotel bookings. Assist in planning meetings and events, managing logistics, and receiving officials from the UN system and Member States.
• Knowledge Building: Build knowledge of diplomatic protocol, collect feedback on processes, and assist in preparing standard operating procedures. Support onboarding of new colleagues and contribute to knowledge sharing within the team.

Required Qualifications:
Candidates must possess relevant experience in administrative, logistics, or operations support services within national or international organizations. Proficiency in MS Office and experience with web-based management systems are required. Candidates with experience in UN organizations and using Enterprise systems like OneUNOPS are preferred. Strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively are essential for this role. Candidates should demonstrate a commitment to diversity and inclusion, treating all individuals with respect and sensitivity to differences.

Educational Background:
An advanced university degree (Master’s or equivalent) in Business Administration, Public Administration, or a related field is preferred. Alternatively, a first-level university degree (Bachelor’s) with two years of relevant experience or a secondary school diploma with six years of relevant experience will be considered. An Administrative Certification is an asset in the absence of a university degree.

Experience:
Relevant experience is defined as experience in general administrative, logistics, or operations support services in public or corporate organizations. Candidates should have a proven track record of managing administrative tasks effectively and efficiently, with a focus on supporting senior management. Experience in the UN system is desirable but not mandatory, and candidates are encouraged to apply regardless of their background.

Languages:
Fluency in English (reading, writing, speaking) is required. Proficiency in Spanish and French is desirable, as it will enhance communication with diverse stakeholders and partners involved in the FCLP.

Additional Notes:
The position is offered under an Individual Contractor Agreement (ICA) at the Local Individual Contractor Agreement (L-ICA 6- ICSC6) level. The contract duration is ongoing, subject to organizational requirements, availability of funds, and satisfactory performance. UNOPS emphasizes diversity and encourages qualified women and candidates from underrepresented groups to apply. All personnel are expected to adhere to UNOPS policies and demonstrate an understanding of the Sustainable Development Goals (SDGs). Background checks are conducted on all potential personnel, and recruitment is contingent on the results of these checks.