Job: Senior Administrative Assistant

Location: Geneva 
Deadline: Sunday, 10 November 2013 

Description

JOB OPENING Date: 08 October 2013

The International Trade Centre is looking for a:

Senior Administrative Assistant

Post level: G-6

Division/Section: Office of the Executive Director (OED)

Duty Station: Geneva, Switzerland

Job Opening No.: ITC/VN/25/2013

Deadline for application: 10 November 2013 (midnight Geneva time)

Entry date: as soon as possible Duration of appointment: Two years, renewable

Post restricted to local recruitment

THE ITC

The work of the International Trade Centre (ITC) is focused on delivering 'Export Impact for Good'. We target the private sector, trade support institutions and the promotion of government policies which contribute to competitive trade and sustainable and inclusive development. We support developing and transition countries in seeking out and promoting export opportunities – leading to economic growth, job creation and poverty reduction. If you are a passionate and committed individual who wants to make a lasting difference, then ITC is the place to be.

For further information and details of how to apply, please visit ITC's website: www.intracen.org

ORGANIZATIONAL SETTING

The Office of the Executive Director provides strategic leadership for the development and management of the organization. It coordinates the corporate work programme through preparation and monitoring of the Centre's Strategic Plan and the key functions of evaluation, resource mobilization and corporate communications. It chairs key committees to lay corporate development, strategic orientation and policy direction and represents the Centre at the executive level vis-à-vis governments, United Nations bodies, the World Trade Organization and other organizations.

The Office of the Executive Director also assumes technical and managerial responsibility for the implementation of the World Export Development Forum.

The Deputy Executive Director is responsible for the day-to-day coordination and coherence of the full range of ITC's operational activities.

INTERNATIONAL TRADE CENTRE

RESPONSIBILITIES Under the direct supervision of the Deputy Executive Director (DED) and the overall guidance of the Executive Director, the incumbent will be responsible for:

Personal Assistant to DED

• Responsible for time management and scheduling on behalf of the supervisor; prioritize and resolve conflicts of competing demands; organize and manage the scheduling of engagements of the supervisor;
• Serve as point of contact and liaison with senior officials and their offices, internally and externally and Permanent Missions; support the supervisor in presentations to intergovernmental bodies and other meetings, compiling briefing notes, subject files and documentation;
• Prepare, process and classify confidential information; screen and prioritize incoming correspondence; compile relevant background documents and references; identify issues requiring the supervisor's attention and refer others to relevant officers for appropriate disposition; monitor and follow-up on actions to be taken;

Human Resources Management

• Initiating, reviewing, processing and following-up on actions related to the administration of the human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures;
• Responding to enquiries and providing information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations;
• Overseeing the maintenance of vacancy announcement files and keeps track of status of vacancy announcements;
• Monitoring staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assisting in the preparation and review of financial and human resource proposals/requirements. Consolidating budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement;
• Monitoring expenditures and comparing with approved budget; preparing adjustments as necessary;
• Assisting managers in the elaboration of resource requirements for budget submissions;
• Assisting in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures;
• Preparing or customizing financial reports from IMIS system generated reports;
• Coordinating with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• Drafting routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters;
• Coordinating extensively with service units and liaises frequently with internal team members both at Headquarters and in the field;
• Performing other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations);
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

• Assisting with day-to-day administration of contracts between the UN and external contractors for outsourced services;
• Auditing the contractors' invoices against the goods and services provided by the contractor and approved by UN;
• Processing the payment of contractors' invoices and monitor payments;

INTERNATIONAL TRADE CENTRE

• Preparing and processing all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: grounds passes, property passes, parking permits, swipe-card access and door keys.

ELIGIBILITY CRITERIA EDUCATION:

• Completion of secondary school education or technical equivalent.

WORK EXPERIENCE:

• A minimum of seven years of progressively responsible work experience in of office management assistance to senior officials involving wide contact with diplomatic personnel and various offices of the United Nations System or international organizations. Work experience in administrative services, finance, accounting, audit, human resources or related area is also required.

LANGUAGES:

• Advanced knowledge of English with a working knowledge of French or Spanish.
• Knowledge of other UN official languages is an asset.

KNOWLEDGE AND SKILLS:

• Experience in using UN standard computer applications, Integrated Management Information System (IMIS) (or other standard enterprise software), word processing, spreadsheets, internet, slide preparation, etc. is required.

ITC'S VALUES are:

• Integrity, Professionalism, Respect for Diversity ITC'S

CORE COMPETENCIES are:

Communication, Teamwork, Planning & Organizing, Accountability, Creativity, Client Orientation, Commitment to continuous learning, Technological awareness. ITC'S MANAGERIAL COMPETENCIES are: Vision, Leadership, Empowering Others, Managing Performance, Building Trust, Judgment/Decision making.

• For further information on competency based interview please click here CRITICAL JOB-SPECIFIC VALUES AND COMPETENCIES

ITC Values

• Integrity
• Professionalism

Core Competencies

• Communication
• Planning & Organizing

TERMS OF SERVICE

Appointments with ITC are service-limited to this organization. The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment. INDICATIVE ANNUAL SALARY AT THE G-6 LEVEL Annual Salary (net of tax) CHF 73,865 at single rate, with annual increments subject to performance. For further information please consult the International Civil Service Commission website: http://icsc.un.org

INTERNATIONAL TRADE CENTRE

HOW TO APPLY

Candidates are required to complete an on-line application. To apply, please visit the ITC website at http://www.intracen.org/about/itc-careers/current-job-openings/ which provides all related instructions on how to complete the on-line personal history form (PHF). Candidates should also submit a motivation letter.

ADDITIONAL INFORMATION

Applicants will be contacted only if they are under serious consideration. Applications received after the deadline will not be accepted. Information on the status of a vacancy can be obtained at: http://www.intracen.org/about/itc-careers/current-job-openings/ Applicants will be required to take the ITC Microsoft Office Proficiency Test (ITC uses Microsoft Office 2010) if not already having done so. A written test may be held for this position. You must ensure that you are the sole author of the answers. Reference materials including your own work and material may be used if properly cited. Please be informed that software that detects plagiarism will be used to verify candidate's answers. Please note that candidates to this position may be considered for other ITC job openings subject to meeting the relevant eligibility and competency requirements. ITC does not discriminate on the basis of gender, race, nationality, religion or other social criteria. ITC is fully committed to the implementation of the resolutions of the United Nations General Assembly for gender mainstreaming and applications from qualified women and men are equally welcome.

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