Intergovernmental Affairs Senior Assistant – UNOPS jobs in the USA
- Location: New York City, USA
- Vacancy No: N/A
- Salary: N/A
- Organization: UNOPS
- Gender: Both
- Deadline: 2024-03-14
Background Information – Job-specific
Role of the New York Board and External Relations Office
The New York Board and External Relations Office is responsible for fulfilling UNOPS intergovernmental affairs and external relations functions on behalf of UNOPS. The team manages the arrangements for (a) The UNDP/UNFPA/UNOPS Executive Board governance over UNOPS; (b) The Organization’s relationship with components of the UN system entities, including the UN Secretariat, (c) Its interaction with UN Member States and positioning of UNOPS in legislative and other instruments and documents.
The Office positions UNOPS and its Executive Director with a view to increase or enhance UNOPS’ influence and organisational outreach through various strategic events, initiatives and dialogues. The Office also supports the organization on UN system-side issues and reforms, such as the UN development system reform. The Office further supports liaising with Member States and agencies headquartered in multilateral capitals, as needed, on host country agreements and the accreditation of UNOPS representatives, as well as representing the organization in UN Inter-Agency Working Groups. In close proximity to a number of UN entity headquarters, the Office is also responsible for interaction with the UN Funds and Programmes such as UNDP, UNFPA, UNICEF and UN-Women.
Role of the Administration Senior Assistant
Reporting to the Director of the New York Board and External Relations Office, the Administration Senior Assistant provides administrative and technical services in the teams in the Office, with a focus on documentation services to the UNDP/UNFPA/UNOPS Executive Board. The role provides administrative support to all functions within the Office, as needed and assists the implementation of approaches to maximize the effectiveness of UNOPS’ interactions with the Executive Board, Member States, the UN system and colleagues across UNOPS, with a view to advancing UNOPS mandate and positioning. (S)he will have strong communications skills, especially written ones, and relationship management skills through a proven track record in assisting teams in the arrangement of events and initiatives and an ability to work and act under pressure and with discretion in a politically sensitive and challenging environment.
Functional Responsibilities
1. Assistance to Executive Board Governance related Functions
- Assist the team in the management of the work with the Executive Board, including assisting with organizing Board sessions, preparing and ensuring submission of documents, and acting as a focal point for documentation and administrative services required to arrange Board meetings and sessions.
- Assist the team in coordinating UNOPS interaction with Executive Board Member and Observer States, and with other agencies sharing the Executive Board, including through assisting with the preparation of informal consultations and formal sessions of the Executive Board.
- Handle the administrative and technical aspects of participation in meetings, compilation of materials, and preparation of statements and papers, as requested.
- Assist the team in client meetings relating to opportunities with partners in New York such as UN, Governments, foundations, NGOs, academia, think tanks and private sector.
- Assist with the conduct of all administrative and technical tasks in relation to supporting UNOPS’ work in connection with the Executive Board sessions.
- Provide all services in relation to teams’ travel, including documentation for security clearances, protocol issues and requests for official documentation.
- Research and retrieve statistical data from internal and external sources; prepare statistical charts, tables and reports, extracting data from various sources.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit/Office.
- Performs other clerical receptionist duties such as filing, photocopying, transcribing and supporting arrangement of remote meetings.
- Maintains excellent online filing system, maintains the NYBER folder and the shared folder with the Executive Office and other UNOPS offices and ensures it contains all relevant documents and keeps a record of all decisions, documents, information notes, presentations and briefing notes shared with the Executive Board during sessions and inter-sessionally.
2. Assistance to UN system related matters
- Provide administrative assistance to the team with the development of in-depth research and local based networking to support the on-going projects undertaken within the Office including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.
- Assist with the administrative and technical preparation and/or participation in various international and regional events, coordination and stakeholder meetings, as needed.
- Assist the team with the administrative handling of Notes Verbales, Host country agreements, Cooperation agreements, Accreditation, as required.
3. Assistance to Member States related matters, including multilateral conferences, processes, meetings and events
- Administrative assistance to the team to arrange for internal participation within multilateral intergovernmental conferences, international processes, meetings and events of relevance to UNOPS and its mandate.
- Administrative assistance to the organization of events, dialogues and other platforms for exchange to advance the work of UNOPS as identified within the UNOPS Strategic Plan.
- Coordinated with focal points at the Permanent Missions to arrange meetings for senior UNOPS leadership.
- Supports the development of the agenda of senior UNOPS leadership, based on coordination and confirmation of meetings and engagements.
4. Capacity Building innovation and strategic engagement
- Provide regular feedback on existing systems, tools and resources to ensure their relevance and assist with the preparation of standards operating procedures and other guidance documents and templates, as required.
- Supports the organization of training and learning initiatives for personnel on administration-related topics.
- Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in administration.
- Provides feedback, ideas, and contributes to internal knowledge about processes and best practices.
- Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials.
Education/Experience/Language requirements
Education
- Completion of secondary education is required.
- A first-level university degree (e.g. Bachelor) in Business Administration, Public Administration, or equivalent disciplines is desirable but not required, and may be considered as a substitute for four years of qualifying experience.
Experience:
- With secondary education, a minimum of five years of relevant experience in administration, operations or other relevant areas is required.
- Ability to use Google Suite and handle web-based management systems is required.
- Experience in UN system organizations is an asset.
Language Requirements:
- Fluency in reading, written and spoken English is essential
- Knowledge of another official UNOPS language, particularly French, or Spanish is an asset.
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