Administrative Assistant (G-6 level)
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- UNODC
- Расположение:
- Moscow, Russian Federation
- Длительность:
- ALD 2 (equivalent to G-6), one year contract with possibility of extension subject to availability of funds
- Дата окончания:
- 2008-02-12
- Описание:
General Provisions:
Under the guidance and direct supervision of the Regional Representative and/or his designate, and in close consultation with the Senior Administrative/Finance Officer, the Assistant contributes to the efficient functioning of the Representative’s office.
Main Responsibilities:
• Coordinates travel of UNODC staff, project personnel and consultants.
• Plans routes, itineraries and negotiates the most economical airfare rates for such travel as permitted by the UN rules and regulations; arranges issuance of air and train tickets; arranges VIP lounges for arrival at and departure from Moscow airports; arranges airport pick up when necessary. Calculation of airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance and personal effects shipments.
• Negotiates with the travel agency and airlines reduced airfares, group discounts, space on flights and reduced excess baggage charges.
• Coordinates and arranges with embassies and the host government, Ministry of Foreign Affairs (MFA), provision of visas for external and in-country travel respectively. Arranges registration and accreditation for international staff with the MFA Department of State Protocol.
• Assists in arranging high-level conferences and meetings in Moscow (booking of conference rooms; provision of equipment and interpreters, organizing lunches, coffee breaks, etc.).
• Keeps record of and creates payment requests and travel obligations in Profi (UNODC corporate software) for the travel services.
• Verifies invoices from the travel agents to ensure that the services provided were satisfactory and in accordance with the terms of contract.
• Establishes contacts with hotels, creates/updates Hotel Database and assists with contract arrangements.
• Assists in preparation of all necessary documents for arranging tenders for travel services.
• Backstops Administrative Assistants when required.
• Ensures completion of administrative requirements in regard of travel of UN staff.
• Assists with additional tasks as designated by the UNODC RORB Representative.
Corporate Competencies:
Demonstrates commitment to UNODC’s mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
Shares knowledge and experience.
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Representative’s office,
Ability to provide input on the elaboration and implementation of data management systems.
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback.
Consistently approaches work with energy and a positive, constructive attitude.
Remains calm, in control and good humored even under pressure.
Demonstrates openness to change and ability to manage complexities.
Qualifications:
Education:
• University Degree in Business or Public Administration or other relevant academic discipline.
Experience:
• minimum 3-5 years of travel and/or administrative management experience, preferably in multinational organizations/companies.
• Full computer proficiency (office applications, internet), ability to operate fax, scanner, digital sender, other office equipment;
• Strong communication, organizational and time management skills.
• Good communication skills, client oriented approach, courtesy, tact, discretion and integrity, sense of responsibility, knowledge of protocol and security issues, ability to work extended hours and under pressure;
• Previous work for the United Nations is an asset. Knowledge of the work of the United Nations Office on Drugs and Crime is desirable.
Languages:
• Russian native language. Excellent spoken and written English required. Knowledge of other official United Nations language(s) is an asset.
• Russian citizenship
- Контактная информация:
Applicants are requested to send a filled P11 (Personal Information Form available on the website) and/or CV and a motivation letter to UNODC Regional Office for Russia and Belarus by fax: +7 495 787 2129 or e-mail: fo.russia@unodc.org. The closing date is 12 February 2008.