The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Purpose of the Position:

The purpose of the position is to provide high-quality administrative support services to the respective Chief of Division and to the team as a whole, to ensure that routine services and activities within the administrative domain are properly implemented.

Objectives of the Programme:

The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.

Main duties and responsibilities:

The incumbent will work under the direct supervision and guidance of the respective Chief of Division and in close collaboration with the teams within the Division. The incumbent could be requested to do any other tasks of similar level in related fields.

Within delegated authority, under guidance and in close collaboration with relevant team members, the incumbent will perform the following duties and responsibilities:

Administrative and logistical support to the Chief of Division:

• Perform designated office support and administrative functions, including assisting in providing organizational, coordination, logistical and administrative support
• Track and report on key division wide indicators. Monitor, processes and schedule related outputs, products, tasks, etc
• In close collaboration with relevant team members, generate a variety of standard statistical and other reports, work orders, using various databases; Draft minutes of meetings if required.
• Respond to information requests and basic inquiries (e.g. answers requests requiring file search), and as necessary, refer inquiries to appropriate personnel for handling
• Update and maintain calendars, large distribution lists; shared electronic files and databases; monitor, prepare and distribute various materials, reports, where possible using electronic formats
• Assist in the preparation of meetings, workshops, etc. and presentation materials using appropriate technology/software

Administrative support to the Brindisi office:

• Participate in the resolution of office management related queries in Brindisi: manage office supplies requests, be the point of contact with service providers, manage office space allocation, coordinate maintenance work request, etc.
• Provide support in requesting equipment, phone device and building access request for new staff and other personnel
• Assist staff/guests visiting offices for meetings or other official business; Arrange UNICC Brindisi meetings and assist in booking conference rooms; Assist for office events
• Under guidance, assist staff members based in Brindisi in processing their travels
• Raise purchase requisitions for services and/or goods; Assist on finance and procurement related issues, as required for the Brindisi office

General administrative support to the Division:

• Perform general administrative tasks (e.g. respond to basic queries from staff and consultants , process administrative requests or documentation for example consultancy contracts/travel requests/purchase orders/visa applications etc, follow up on action items)
• Report on administrative process performance and propose opportunities for improvements
• Under guidance, assist the whole division in its administrative processes and its correct implementation across all teams
• Collaborate with other administrative staff on shared initiatives, and contribute to streamlining administrative procedures and documents across UNICC by liaising with the other divisions and with Directorate

Other:

• Provide other ad hoc support either within the team or in other teams as required – this includes the participation in special projects or administrative support to service delivery for short period of time on a part-time or full-time basis upon request from the senior management

Recruitment Profile

Experience and Skills required:

Essential:

• A minimum of two (2) years of administrative experience, including direct work experience providing administrative/secretarial support to senior management in an international setting. A completed university degree from an accredited institution will be counted towards minimum work experience requirements.
• Good knowledge and experience in drafting and editing of official correspondence
• Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, Visio etc.)
• Ability to work in a deadline-oriented and high-pressured environment
• Proven record of demonstrating initiative and good organizational skills

Desirable:

• Understanding of basic financial concepts

Education:

Essential:

• Completion of secondary school diploma

Languages:

• English: ​Expert knowledge​ is ​required​
• Knowledge of the local language of the Duty Station is an advantage

Global Competencies:

• Teamwork: Develops and promotes effective relationships with colleagues and team members. Deals constructively with conflicts.
• Communicating: Expresses oneself clearly in conversations and interactions with others; listens actively. Produces effective written communications. Ensures that information is shared.
• Respecting and promoting individual and cultural differences: Demonstrates the ability to work constructively with people of all backgrounds and orientations. Respects differences and ensures that all can contribute.
• Knowing and managing yourself: Manages ambiguity and pressure in a self-reflective way. Uses criticism as a development opportunity. Seeks opportunities for continuous learning and professional growth.
• Producing results: Produces and delivers quality results. Is action oriented and committed to achieving outcomes.
• Moving forward in a changing environment: Is open to and proposes new approaches and ideas. Adapts and responds positively to change.

Other Information

Eligibility:

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Compensation:

Annual Salary Estimation (net of tax at single rate):

• Brindisi, Italy: EUR 25,872

UNICC also offers generous leave and absence allowances, flexible working hours, overtime compensation, teleworking, access to training, and depending on eligibility other benefits such as relocation grant, dependency allowance, language allowance, or education grant.

Closing date for applications:

Applications will be accepted until midnight (Geneva Time) on 26 May 2024.

Notes:

• Technical and/or personality tests may be carried out as part of the selection process
• Only short-listed candidates will be contacted
• Though you may not be selected for this advertised position, the UNICC will keep your application in a roster if your profile is deemed to be of potential interest for the Centre. You may thus be solicited by our HR department to participate in an interview for another position

Please inform us should you require any specific accommodation to facilitate your application

The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by ensuring equal opportunity and an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, ethnicity, sex, national origin, age, religion, disability, sexual orientation and gender identity.

For applications to be valid, they must contain a motivation letter and the filled Personal History Form.