Administrative Assistant (60%), G5, IPU Permanent Observer Office to the United Nations, New York (en anglais)

Organizational Setting and Reporting Relationships 
Reporting to the Head of Office, the Administrative Assistant provides administrative support to the IPU Office to the United Nations, as required.

Accountabilities
Within delegated authority, the Administrative Assistant will be responsible for the following:

• Manage the Head of Office's agenda; make appointments and maintain a diary of such appointments; prepare daily calendar of events, including official engagements, missions and absences; keep the Head of Office abreast of all engagements and other administrative business; prepare mission files;
• Open and redirect email and correspondence, and perform paper and electronic group mailings. Receive and refer telephone enquiries to appropriate staff members. Respond, in the absence of professional staff and as appropriate, to enquiries and requests from Headquarters and outside partners;
• Draft correspondence for the Head of Office’s signature in English, checking that correspondence passed on for signature is in order, editing where necessary;
• Book appointments for IPU officers and staff members on mission to New York and Washington DC;
• Make travel arrangements for the Office and visiting guests, such as IPU Officials and office holders, this includes itineraries, accommodation, visas, meeting facilities, UN access badges, receptions, as well as preparation of travel authorization forms and protocol matters;
• Assist in the preparation of IPU meetings: receive and process documentation including contracts of interpreters/moderators/vendors, liaise with participants and local counterparts, prepare lists of participants, book and set up meeting and news conferences, confirm dates and venues, send invitations and dispatch relevant news releases;
• Assist in the processing (editing, scanning and electronic conversion, word-processing and proof-reading) of documentation submitted for meetings organised by the Office;
• Take minutes and keep records of meetings as required; produce reports, power point presentations and statistical tables;
• Ensure acquisition of office supplies and equipment;
• Ensure equipment maintenance, including weekly backup of the office computer networking system;
• Assist in the preparation of the annual office budget, prepare invoices and payment authorizations for services purchased by the office. Review the status of relevant expenditures and compare with approved budgets;
• Hold and disburse funds from a petty cash account. Ensure day to day payments are made, keep a record of financial transactions and prepare a monthly account reconciliation for both bank and petty cash accounts;
• Maintain the office filing system, effectively triage and catalogue files prior to archiving. Ensure that all relevant exchanges of e-mails or letters originating from the Office of the Permanent Observer are properly archived and copied to Postbox;
• Maintain an electronic database of documents and contacts; update contacts database (MS Access) on a regular basis. Provide general clerical and administrative support services for the Office;
• Perform other such duties as assigned by the Head of Office and consistent with the overall responsibilities of the position.

Work implies frequent interaction with the following:

• Staff of the Secretariat (Geneva, Switzerland)
• Vendors and clients
• Local counterparts (diplomatic missions and UN offices).

Competencies

• Planning and organizing: Demonstrated organizational skills; ability to handle a large volume of work in an efficient and timely manner; ability to handle multiple tasks simultaneously;
• Communication: Ability to write in a clear and concise manner and to communicate accurately in English;
• Teamwork: Good interpersonal skills; ability to work both independently and as part of a team; ability to work in a multi-cultural environment with sensitivity and respect for diversity;
• Discretion: Political tact, sensitivity and discretion in handling a wide range of matters, including those of a confidential nature;
• Professionalism: Basic knowledge of the IPU’s administrative procedures;
• Technological awareness: Proficiency in office applications including word processing and spreadsheet applications;
• Basic bookkeeping skills;
• Commitment to continuous learning: Initiative and willingness to learn new skills.

Qualifications
Education: Post-secondary training in administrative skills;

Experience: At least 5 years of relevant and progressive experience in administrative procedures and accounting, experience within an international organization is preferable;

Language: Excellent reading and writing skills in English; knowledge of French, Spanish or Arabic will be an advantage;

Other skills: Demonstrated capability with Word/Excel/Adobe Acrobat/Outlook Express office applications.

Duties applicable to all staff
Actively work towards the achievement of the IPU’s strategic objectives. Perform any other work related duties and responsibilities that may be assigned by the line manager.

Compensation
The Inter-Parliamentary Union offers an attractive salary and benefits package comparable to that of other international organizations headquartered in New York. The net salary for this position starts at USD 26’825 for a 60% part-time position, commensurate with education and experience.

Employment Policy
This position will be filled through a local recruitment process that will be open to internal and external applicants. From among equally qualified candidates, preference will be given to the under-represented sex and persons from countries not represented in the Secretariat.

This position will be based in New York City (USA). It will be for an initial period of two years, renewable depending on satisfactory performance and availability of funding.