Overview
Administration Associate Jobs in New York, United States at UNOPS
Title: Administration Associate
Company: UNOPS
Location: New York, United States
Job Highlight
Under the supervision of the Chief of Staff, the Administration Associate supports the ASG and Climate Action Team by managing correspondence, scheduling, and workflow, preparing briefing materials, and serving as a key coordination and communications link. The role also involves handling information requests, monitoring follow-up on actions, and providing administrative support to ensure efficient operations.
Role Purpose
The effective and successful achievement of results by the incumbent directly impacts on the development and performance of the Climate Action Team, visibility and image of CAT, ensuring that the project is aligned with the overall priorities on the UN agenda.
Functions / Key Results Expected
Under the supervision of the Chief of Staff, the Administration Associate will be responsible for the following duties:
Focal point for the Climate Action Team for correspondence, working with team members to prepare notes, letters, invitations and other documentation from the Climate Action Team to the Deputy Secretary-General, Chef de Cabinet and Secretary-General’s office.
Assists in the overall administration in the project, i.e. provides substantive and administrative support in managing priorities and work flow of the ASG of the Climate Action Team and the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
Compiles and analyzes basic data from a variety of sources (including IMIS), summarizing and presenting conclusions for review by manager.
Serves as a communications link between the ASG and senior staff; on behalf of the ASG, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
Acts as the primary administrative liaison on behalf of the ASG’s office; serves as the initial point of contact for senior officials and external partners to facilitate effective communication and coordination.
Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officers for appropriate disposition; monitors and follows-up on actions to be taken.
Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the ASG.
Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
Supports the ASG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
Education Requirements
- Advanced university degree (master's or equivalent) with no relevant experience is desirable; OR
- First-level university degree (undergraduate, bachelor, or equivalent) in a field related to the post description with two (2) years of relevant experience, will be considered an asset; OR
- Secondary school diploma (or high school equivalent) and six (6) years of relevant experience are required.
Requirements
Experience Requirements
- Relevant experience is defined as experience in programme or project administration, technical cooperation or related area.
- Experience with preparing and issuing official correspondences to member states in accordance with UN Editorial Standards is desired.
