Job: Office Manager

Location: New York 
Deadline: Wednesday, 30 October 2013 

Description

Overview Applications procedure Related Files Contact

• POSITION:

  Personnel Service Agreement

  REFERENCE NO.:

  2013/UNU/ONY/PSA/OM/67

  LOCATION:

  New York, USA

  CLOSING DATE:

  2013

• 10
• 30 
  Organizational Unit: UNU Office at the United Nations in New York (UNU-ONY)
   
  United Nations University objectives
   
  UNU is an international community of scholars engaged in research, postgraduate training and the dissemination of knowledge in furtherance of the purposes and principles of the United Nations, its Peoples and Member States. The University functions as a think tank for the United Nations system, contributes to capacity building, particularly in developing countries, and serves as a platform for new and innovative ideas and dialogue.
   
  Responsibilities
   
  The Office Manager will be located in the United Nations University office at the United Nations in New York. Reporting to the Head of Office, the incumbent will be responsible for the following duties:
  1. External Stakeholder Management
     • Handles correspondence for this office of a global research and policy organization;
     • Liaises with senior diplomatic, research, media and fundraising personnel;
     • Organizes a variety of research and policy meetings to further the mission of the University;
     • Maintains up-to-date contact records for all of the office's external stakeholder groups.
  2. General Administration
     • Manages the Head of Office's official calendar;
     • Administers the office's filing system, travel programme, physical space planning (including annual inventory), and authorizations (UN grounds passes, property allocations);
     • Identifies and supervises IT management needs.
  3. Financial Administration
     • Assists with day-to-day financial administration of the office, notably through monitoring and assurance of timely payment to vendors;
     • Administers and audits contracts with external vendors;
     • Monitors status of budget expenditures and allotments;
     • Assists in the preparation of budget-performance submissions.
  4. Human Resources Management
     • Administers the office's human resource processes under the direction of the Head of Office, including vacancy announcements, recruitment processes, attendance records, performance appraisals, training, and separation;
     • Reviews entitlements-related claims and reports;
     • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
  Required qualifications and experience
  • A bachelor's degree (or equivalent);
  • Two (2) to three (3) years of progressively relevant professional work experience in administrative services, office management or a related area, preferably at an international level;
  • Demonstrated experience in event management or public relations is a plus;
  • Ability to communicate clearly and efficiently with high-level stakeholders;
  • Prior experience managing and coordinating multi-stakeholder projects is desirable;
  • Proficiency in Microsoft Office applications;
  • Strong planning and organization skills; ability to work independently, take initiatives and prioritize work tasks;
  • Excellent communication skills with fluency in both oral and written English are required. Knowledge of another UN official language would be an advantage;
  • Strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
  Remuneration
   
  Remuneration will be commensurate with qualifications, experience and level of responsibilities within the Administration.
   
  Duration of contract
   
  This is a full-time position on a one (1) year Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance.
   
  The successful candidate will be employed under a local contract and will not hold international civil servant status nor be a 'staff member' as defined in the United Nations Staff Rules and Regulations.
   
  Applications from suitably qualified female candidates are particularly encouraged.
   
  Starting date
   
  As soon as possible.
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