United States of America: Office Manager
Country: United States of America
Closing date: 30 Oct 2013
United Nations University, Office at the United Nations, New York - www.ony.unu.edu
The Office Manager will be located in the United Nations University office at the United Nations in New York. Reporting to the Head of Office, the incumbent will be responsible for the following duties:
External Stakeholder Management
? Handles correspondence for this office of a global research and policy organization;
? Liaises with senior diplomatic, research, media and fundraising personnel;
? Organizes a variety of research and policy meetings to further the mission of the University;
? Maintains up to date contact records for all of the office’s external stakeholder groups.General Administration
? Manages the Head of Office’s official calendar;
? Administers the office’s filing system, travel programme, physical space planning (including annualinventory), and authorizations (UN grounds passes, property allocations);
? Identifies and supervises IT management needs.
???Financial Administration
? Assists with day-to-day financial administration of the office, notably through monitoring andassurance of timely payment to vendors;
? Administer and audit contracts with external vendors;
? Monitors status of budget expenditures and allotments;
? Assists in the preparation of budget performance submissions.Human Resources Management
? Administers the office’s human resource processes under the direction of the Head of Office,including vacancy announcements, recruitment processes, attendance records, performanceappraisal, training, and separation;
? Reviews entitlements-related claims and reports;
? Provides advice and guidance to staff with respect to administrative procedures, processes andpractices, liaising with central administrative services as necessary.
Required Qualifications and Experience:
? A Bachelor’s degree (or equivalent);
? Two (2) to three (3) years of progressively relevant professional work experience in administrativeservices, office management or a related area, preferably at an international level;
? Demonstrated experience in event management or public relations is a plus;
? Ability to communicate clearly and efficiently with high level stakeholders;
? Prior experience managing and coordinating multi stakeholder projects is desirable;
? Proficiency in Microsoft Office applications;
? Strong planning and organization skills, ability to work independently, take initiatives and prioritizework tasks;
? Excellent communication skills with fluency in both oral and written English are required. Knowledge ofanother UN official language would be an advantage;
? Strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnicenvironment with sensitivity and respect for diversity.
Remuneration:
Remuneration will be commensurate with qualifications, experience and level of responsibilities within the Administration.
Duration of Contract:
This is a full time position on a one (1) year Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance.The successful candidate will be employed under a local contract and will not hold international civil servant status nor be a “staff member” as defined in the United Nations Staff Rules and Regulations.Applications from suitably qualified female candidates are particularly encouraged.
Starting Date: As soon as possible.
How to apply:
Interested applicants should submit their applications by email (to OfficeMgrNY@unu.edu), and must include the following:? a cover letter setting out how the qualifications and experience match the requirements of the position;? a completed and signed UNU Personal History (P.11) form downloadable from United Nations University website at http://unu.edu/about/hr. Please avoid using similar forms provided by other United Nations organizations;? full contact information of three (3) referees; and? an indication of the reference number of the vacancy announcement (2013/UNU/ONY/PSA/OM/67).
