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UNTIL Administrative Assistant

Job
from UNOPS
Closing date: 28 Sep 2018

Background Information - Job-specific

** **THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WHO POSSESS THE FINNISH NATIONALITY OR A VALID RESIDENCE AND WORK PERMIT IN FINLAND ARE ELIGIBLE FOR CONSIDERATION
In adapting to the growing complexity of the 21st century, the United Nations need to respond dynamically to ensure it remains instrumental in supporting the achievement of the Sustainable Development Goals and targets for the 2030 agenda. Technological innovation and the role of partnerships across sectors have become increasingly important to accelerate progress in addressing the problems that humanity face.

In close partnership with the Government of Finland, the UN is establishing and operationalizing the United Nations Technology Innovation Lab (UNTIL) located in Espoo, Finland.

The priority focus of the UNTIL Finland Lab will be establishing partnerships with UN Funds and Programmes as well as Governments, Academia, NGOs and private sector leveraging technology to address SDGs challenges in the areas of Education, Health, Circular Economy and Peace and Mediation.

This position is located in the United Nations Technology Innovation Labs (UNTIL) under the Global Services Division (GSD) of OICT. The Administrative Assistant reports to the UNTIL Finland lab manager.

Functional Responsibilities

Within delegated authority, and in close cooperation with the UNTIL Finland Lab Manager, the Administrative Assistant will be responsible for the following duties:

  • Handles a wide range of administrative duties/processes: e.g. extension of contracts, leave and attendance records, time sheets, all travel arrangements for the UNTIL Finland staff, including visa formalities, expense statements, telecommunications charges, service and supply requisitions, conference room bookings, office space etc.

  • Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; etc.; schedules appointments/ meetings, monitors deadlines, etc.

  • Liaises with Safety and Security for safety inspections of premises; reports and investigates accidents and recommends correction of safety or fire hazards.

  • Plans acquisition and provision of commonly consumed items such as office supplies as well as software and hardware as required by the activities of UNTIL Finland.

  • Assists the Lab manager on staff selection and recruitment related activities. Plans, schedules and coordinates written assessments and competitive recruitment examinations. Advises staff and selected candidates on visa procedures and requirements.

  • Assists in all logistical and administrative arrangements for the meetings of the “UNTIL Finland Advisory Board” as well as “UNTIL Finland Thematic Advisory Groups”.

  • Maintains automated databases and the centralized reference and filing systems (paper and electronic).

  • Provides guidance and training to new/junior staff.

  • Performs other duties as assigned.

Impact of Results
All administrative tasks related to the management of the facility, procurement of software/hardware as well as recruitment of new staff are implemented in timely, effective and efficient manner.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements
Education:

  • Completion of Secondary education. Technical and/or University degree in Marketing, Information Technology and/or Business Administration is an advantage.Experience:

Required

  • A minimum of 6 years of relevant professional work experience in business administration or related field.

Desirable

  • A minimum of two years experience in assisting in the implementation of programmes with local and global scope is an advantage.
  • A minimum of two years of substantive experience in the areas of education, health, circular economy or peace and mediation is an advantage. Language Requirements:
    English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required; fluency in Finnish language is desirable. Knowledge of another official UN language is an advantage.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: Staff
Contract level: G6
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-of...

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Sustainable Development Cluster

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

How to apply:

To learn more about this opportunity, please visit: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=16414