Background

The Administrative Assistant position is located in the Humanitarian Fragile Contexts Branch (HFCB), within UNFPA Office in Geneva.  Under the guidance and direct supervision of the Humanitarian Coordination Advisor of the HFCB, the Administrative Assistant provides operational support to the HFCB Team, including the SRH and GBV Advisors.

The Administrative Assistant provides administrative, financial, travel and logistical support to the Humanitarian and Fragile Context Branch team, as well as information data, programme, and research assistance.

Duties and Responsibilities

Ensure effective and efficient functioning of the UNFPA Geneva office focusing on the achievement of the following results:

• Draft and finalize reports, letters, memos, faxes, notes-to-the file for the Branch;
• Manage meeting agendas for the Branch;
• Prepare routine correspondence of acknowledgements/requests, memoranda etc, as per instruction of supervisor;
• Coordinate meetings/conferences/workshops organized by the Branch and ensure that all background papers and briefing notes are prepared as well as logistical meeting requirements are provided and arranged in advance of the meeting;
• Organize and follow up teleconferences and videoconference with other UN Agencies and HQ;
• Maintain and update the filing system for the Branch;
• Manage the HFCB’s publications (i.e. printing and shipping);
• Maintain travel plans and prepare travel authorizations and other travel related arrangements for HFCB staff;
• Support the Branch with putting out bids for document editing, printing and translations;
• Keep track of technical document requests, mailing documents and other supplies upon requests;
• Provide administrative and logistics support for meetings (preparing agenda, participant’s lists, background materials, transport and accommodation arrangements, DSA calculations, selecting venues, contracting service providers, etc.);
• Create POs and receipt in Atlas;
• Ensure compliance with UNFPA rules, regulations and procedures in the implementation of activities;
• Carry out any other duties as may be required by the Director of the UNFPA Geneva Office.

Competencies

• Commitment to UNFPA’s Values and Guiding Principles/Valuing Diversity;
• Cultural Sensitivity/Integrity;
• Developing People/Fostering Innovation and Empowerment/Performance Management;
• Team Work/Communication/Self-Management/Emotional Intelligence/Conflict Management;
• Personal Leadership and Effectiveness/Strategic Thinking;
• Results Orientation and Commitment to Excellence/Decision making;
• Analytical and Strategic Thinking/Knowledge Sharing and Continuous Learning.

• Logistical support;
• Managing data;
• Managing documents, correspondence and reports;
• Managing information and workflow;
• Job knowledge/technical expertise;
• Planning, organizing and multi-tasking;
• Strong interpersonal and organizational skills;
• Good writing and communications skills.

Required Skills and Experience

• Completion of Secondary Education with specialized training in Administration or office management is required.

• 5 years of progressively responsible administrative experience, including financial processes is required at the national or international level;
• Some experience in research;
• UN working experience an advantage;
• Computer literacy - Word, Excel, Power-point, etc., and experience in handling of web-based management system;
• Good knowledge of Atlas / PeopleSoft database management system an advantage;

• Fluency in written/spoken in English and French are required;
• Working knowledge of Spanish desirable and knowledge of other official UN languages an asset.

Note:

• Successful completion of the UN Administered Clerical Examination (ASAT) is a requirement.