United Nations (UN) Administrative Assistant Vacancy in Geneva for 2025. Apply Now!

Administrative Assistant Details
- Position(s): Administrative Assistant
- Organization: United Nations
- Job Opening ID: 249031
- Job Network : Management and Administration
- Job Family : Administration
- Category and Level : General Service and Related Categories, G-6
- Duty Station : GENEVA
- Department/Office : United Nations Representative to the Geneva International Discussions
- Deadline: Dec 24, 2024
Program Details
United Nations (UN) Administrative Assistant Vacancy in Geneva for 2025. This position is located in the Office of the United Nations Representative in the Geneva International Discussions (UNRGID) at Geneva. The incumbent will directly report to the Senior Political Affairs Officer with a secondary reporting line to the UN Representative.
JOIN OUR WHATSAPP GROUP & CHANNEL
Responsibilities
Under the overall supervision of the Assistant Secretary-General/UN Representative to the Geneva International Discussions and the direct supervision of the Senior Political Affairs Officer, the incumbent is responsible for the following tasks:
General Administration
- Handles a wide range of administrative duties/processes, (e.g., travel arrangement visa application, expense statements, conference room bookings, etc.). Responds to inquiries and provides information to stuff.
- Prepares maintains and updates files (electronic and paper) and manages, updates, and further develops and or improves internal databases.
- Designs and generates a variety of periodic and ad hoc reports from various database, statistical tables, graphic contents, and other background materials/notes to facilitate inspection and other reviews.
- Drafts correspondence and communications related to all aspects of administration, communicates relevant information to senior management and coordinates responses to inquiries on behalf of the supervisor.
- Initiates physical space planning; identifies office technology needs and maintenance of equipment software and systems.
- Organizes and coordinates meetings and handles all necessary arrangements.
- Prepares and processes UN forms and permissions for staff, including UN ground passes, and other access and door keys if needed.
- Coordinates extensively with colleagues and stuff to ensure deadlines are met and proposals and actions adhere to policies and rules.
- Identifies complex or sensitive subjects for special treatment as well as priority issues that need to be brought to the supervisor’s attention.
Budget and Finance
- Monitors expenditures of the UNRGID and compares with approved budget and the appropriations as they are issued. Prepares adjustments and redeployments as necessary.
- Assists in preparation of budget performance submissions and finalization of budget performance reports. Analyzing variances between approved budgets and actual expenditure and presenting conclusions for review by managers.
- Performs other duties as required.
Procurement
- Is responsible for procurement and requisition of supplies and/or equipment and ensures that these items are securely and properly stored.
- Receives requests and allocates approved request for furniture and supplies.
Human Resources
- Supports the UNRGID in actions (including review, monitor of cases and priorities, and follow up as necessary) related to the administration of the Mechanism’s human resources activities, e.g. recruitment of stuff ensuring consistency in the application of UN rules and procedures.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to organize complex conferences, events and meetings and to manage participants and VIPs. Knowledge and expertise in the use of ERP tools, such as Umoja and Inspira. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
Requirements
Education
- High school diploma or equivalent is required.
JOIN OUR WHATSAPP GROUP & CHANNEL
Work Experience
- At least seven (7) years of experience in management, human resources, administrative services, general office support or related area is required.
- The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level of university degree or higher.
- Experience in the use of Enterprise Resource Planning (ERP) tools, such as Umoja and Inspira, is required.
- At least five (5) years of experience within the United Nations System or similar international organization is desirable.
- Experience in managing complex workshops, events and conferences, including travel arrangements and accreditation process is desirable.
- Experience in the travel module of a SAP-based ERP is desirable.
- Experience in providing secretarial support to high-level officials in the United Nations or another comparable international organization during their official visits to Geneva is desirable.
- Experience in providing assistance as needed to high-level officials of the United Nations, other international organizations, and high-level participants in the events and conferences is desirable.
You may also like:
- UN Women Social Media Specialist Vacancy in New York for 2025. Apply Today!
- United Nations (UN) Talent Management Officer Vacancy in New York for 2025. Apply Now!
- UNICEF Public Partnerships Manager Vacancy in United Arab Emirates, Dubai for 2025. Apply Now!
- Multiple Positions: x64 UN Women Careers for Job Seekers: A Comprehensive Guide in 2024. Apply Today!
- Remote Opportunity: x15 FAO Home-Based Careers for Professionals in 2024. Apply Today!
- UNICEF Recruitment for Multiple Professionals in 2024: A Gateway to Impactful Careers. Apply Today!
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Application Link
APPLY NOW ON THE OFFICIAL SITE
Follow us on LinkedIn | Follow us on Facebook | Follow us on Twitter | Join Our Telegram | Join Our WhatsApp
For More United Nations Jobs, Visit:
- LATEST UN Jobs
- LATEST Global Jobs
- LATEST Internships
- LATEST Volunteering
- LATEST Fellowships
- LATEST Career Tips
- CLICK HERE To Join Our WhatsApp Group for More Daily Updates. Don’t Miss Out!!