Administrative Assistant

POSITION:

Personnel Service Agreement

REFERENCE NO.:

2013/UNU/BCN/PSA/AA/19

LOCATION:

Barcelona, Spain

CLOSING DATE:

2013•04•19

Organizational Unit: UNU Institute in Barcelona

United Nations University objectives

The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

United Nations University Institute in Barcelona

The new United Nations University Institute in Barcelona is a research centre focusing on the key areas of globalization, culture and mobility. As of autumn 2012, it will build on its existing research trajectory to implement a structured research programme on globalization, culture and mobility in the Mediterranean. This will include a focus on the Western and Eastern Mediterranean on both shores.

This focus will be explored through theoretical and practical research on: cultural mobility; migration and media; cultural and environmental impacts of economic processes; and borders, crossings and networks of cultures. Specific areas of research interest within these broader themes will be migration, media and intercultural dialogue; female agency, mobility and socio-cultural change; socio-cultural impacts of the global economic crisis on migration; and statelessness and transcontinental migration.

The UNU Institute in Barcelona will seek to produce a variety of outputs from these research projects, aimed to inform policymaking, to act as a resource for the UN system and to work in partnership with wider academic and non-academic communities in Spain, Catalonia and other parts of the Mediterranean. UNU-Barcelona will seek to engage with other United Nations system organizations as well as with research and teaching centers of excellence throughout the world.

Responsibilities

Under the guidance and direct supervision of the Director of the UNU Institute in Barcelona, the successful candidate shall be entrusted with the following tasks: 

• Perform a wide range of project support and administrative functions;
• Perform general administrative tasks and process administrative requests/documents;
• Provide secretarial, administrative and logistics support to meetings, conferences, activities, etc.;
• Assist in the task of cataloguing the Institute’s library;
• Screen phone calls and visitors and, where necessary, refer inquiries to appropriate personnel for handling;
• Review, record, distribute and/or process mail and other documents;
• Maintain files (both paper and electronic) and databases for work unit;
• Assist in providing software and office equipment support; and
• Perform any other duties as may be assigned by the Director.

Required qualifications and experience

• Completion of relevant secondary education;
• At least two (2) years of relevant professional experience, preferably in an international organization. Knowledge of the UN system is an advantage;
• Experience in conference organization will be an advantage;
• Proficiency in the use of MS Office applications (MS Word, Excel, PowerPoint, etc.);
• Excellent communication skills with fluency in both oral and written English and Spanish. Knowledge of other United Nations official languages and of Catalan is an asset;
• Ability to work under minimal supervision and with a high level of resilience;
• Strong ability to establish priorities, multi-task and work within tight timelines;
• A good team player with strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. 

Remuneration 

Remuneration will commensurate with qualifications, experience and level of responsibilities within the administration. 

Duration of contract

This is a half-time appointment on a six (6) month Personnel Service Agreement (PSA) contract with the UNU Institute in Barcelona, with the possibility of renewal subject to satisfactory work performance.

This is a locally recruited post; no relocation expenses or allowances apply. 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. UNU does not sponsor a working visa for this position.

Applications from suitably qualified women candidates are particularly encouraged.

Starting date

It is expected that the appointee will take up the position on 20 May 2013 or as soon as possible thereafter, subject to negotiation.

Interested applicants should submit their applications by e-mail (to barcelona2013AA@unu.edu), and must include the following:

• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae and a completed and signed UNU Personal History (P.11) form. 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/BCN/PSA/AA/19).