Administrative Assistant

UNICC is committed to achieving diversity and inclusion within its workforce, providing an environment that reflects the values enshrined in the Charter of the United Nations and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. UNICC is dedicated to the SDGs, making SDG-5 (Gender Equality) and SDG-10 (Reduce Inequalities) the organization goals.

https://www.un.org/sustainabledevelopment/sustainable-development-goals/

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

Job Category - Consultancy

Position type: Temporary - 6 months

Number of positions: 1

Salary Band: A

Location: New York or Remote (on NY or similar time zone)

Organizational Location/Unit: Cybersecurity Division (CS)

Background information:

The assistant to the Chief of the Cybersecurity Division plays a pivotal role in ensuring the smooth operation of the division. This position requires an individual who is highly organized, detail-oriented, and capable of managing multiple tasks simultaneously. The assistant will be responsible for providing comprehensive administrative support to the Chief, Cybersecurity Division and facilitating effective communication within the division and with external partners.

Main duties and responsibilities:

The incumbent will work under the direct supervision and guidance of Chief, Cybersecurity Division (CS) 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, the incumbent will perform the following duties and responsibilities:

Cybersecurity administrative tasks:

• Manage the Chief, Cybersecurity Division’s calendar, schedule meetings and coordinate appointments
• Prepare and edit correspondence, reports, and presentations
• Handle travel arrangements, including booking flights, accommodations, and preparing itineraries
• Maintain and organize files, records, and documentation related to the Cybersecurity Division
• Assist in the preparation of budget reports and monitor expenses

Communication:

• Act as the primary point of contact between the Chief, Cybersecurity Division and internal/external stakeholders.
• Facilitate communication within the division and ensure that information is relayed in a timely manner
• Draft and distribute internal memos, meeting agendas, and minutes
• Coordinate and assist in the planning of division meetings, conferences, and events
• Assist in coordinating activities related to the Common Secure conference
• Ensure confidentiality and security of sensitive information

Project Management

• Assist in the planning and execution of cybersecurity projects and initiatives
• Track project progress, deadlines, and ensure timely completion of tasks
• Prepare project reports and communicate updates to relevant stakeholders

Research and Analysis

• Conduct research on cybersecurity trends, threats, and best practices
• Compile data and create reports to assist the Chief, Cybersecurity Division in decision-making
• Analyze information and provide insights to support the division’s strategic goals

General administrative support to the Division:

• Perform general administrative tasks (e.g. respond to queries from staff and consultants on administrative policies and procedures or escalate as required, 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 identify opportunities for improvements
• Act as a focal point for the whole division for 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

Administrative support to the New York office

In collaboration with the administrative support team in New York and other duty stations, the incumbent will:

• Act as a focal point for duty travels for staff members based in New York and process their travels
• Act as a focal point for all office management related queries in New York: 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 New York meetings and assist in booking conference rooms; Assist for office events
• Raise purchase requisitions for services and/or goods; Assist on finance and procurement related issues, as required for the New York office

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

Experience and Skills required:

Essential:

• Minimum of three (3) years of experience in administrative or executive assistant role, preferably in a cybersecurity or technology environment
• Excellent 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
• Familiarity with cybersecurity concepts and terminology is an asset

Education

Essential:

• Completion of secondary school diploma

Languages:

• English: Expert knowledge is required

UNICC Global Competencies:

• Moving forward in a changing environment: Is open to and proposes new approaches and ideas. Adapts and responds positively to change.
• 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.

Compensation:

Fee will be based either on the National Officer salary scales or the Individual Consultancy band levels (for Headquarters) 

• National Officer Salary Scale
• For headquarters, Individual Consultancy band levels will be used

Closing date for applications:

Applications will be accepted until midnight (Geneva Time) on 19 March 2025

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

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.