Overview
Support the day-to-day running of the New York Liaison Office and assist the Head of the Office with administrative, logistical, and human resource tasks.
Key Responsibilities
- Support the day-to-day running of the office and ensure systems and equipment are in good working order.
- Organize the daily work of the Head of the New York Liaison Office and manage their calendar.
- Prepare and post-process official travel.
- Draft and revise official correspondence and confidential materials.
- Conduct research and prepare background information for meetings.
- Accompany the Head of the Office to meetings, take notes, and draft summaries.
- Maintain and manage the office filing system and an up-to-date directory of contacts.
- Organize meetings and conferences, and book conference facilities.
- Track and monitor office expenditures and assist in budget preparation.
- Organize, implement, and monitor local procurements for office resources and services.
- Review procurement requests and initiate advertisements for quotations or bids.
- Establish and maintain records of procurement actions and contract files.
- Secure proper functioning of office facilities and maintain an inventory of assets.
- Process accreditation and UN ground passes for visiting officials.
- Coordinate and arrange hospitality events and assist official visitors.
- Provide logistical support to visiting missions.
- Initiate, review, process, and follow up on human resource actions for the office.
- Respond to staff inquiries regarding entitlements and administrative procedures.
- Oversee maintenance of vacancy announcement files and monitor the office's staffing table.
- Assist with onboarding new staff.
Required Experience
At least six (6) years of practical experience in managing the office of an executive in an international organization or international court/tribunal, or providing secretarial support in a law firm or company, involving wide contact with diplomatic personnel, government entities or clients; an advanced or a first-level university degree may be considered as a substitute for two years' working experience only to determine eligibility.
Qualifications
Completion of diploma of secondary education; Vocational training in administrative field is desirable.
