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Senior Administrative Assistant (GS-5) ChemTech Centre


COMPLETE OUTLINE

PRINCIPAL FUNCTIONS

Reporting to the Head, Project Management Team, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality,  the Senior Administrative Assistant will provide support to the Project, in particular to the members of the Project Management Group (PMG) (The PMG consists of the Project Management Team (PMT), Project Coordination and Assurance Team and the Technical Requirements Team):

  • Draft and finalise internal and external correspondence as required;

  • Assist members of the PMG in drafting project related documents such as TS notes, reports, memorandum and presentations;

  • Take minutes/records of meetings;

  • Schedule meetings and appointments, including with external parties such as States Parties and external experts, and organise necessary preparations;

  • Maintain diary of meetings and appointments;

  • Organise business travel;

  • Act as the focal point for the Correspondence Management System (CMS), providing reference numbers and ensuring the correct distribution of documents and mail internally in the PMG and to the archive;

  • Maintain administrative files and office records of the Project;

  • Assist the members of the PMG in knowledge management;

  • Act as a leave clerk of the PMT members;

  • Assist in the organisation of the project related events (e.g. ground-breaking ceremony): planning and consultations for logistics, raising needed requests, admin assistance in event implementation etc.;

  • Assist the Project Manager in administrative tasks related to human resource management;

  • Assist the Finance Officer of the PMT in budget and finance-related tasks, including managing and monitoring effectively the budget of the Project, preparation of financial reporting, maintenance of documentation pertaining financial procedures, etc.;

  • Assist the Procurement Officer of the PMT in procurement-related tasks, including coordinating the drafting of supporting documentations for requisitions, obtaining necessary signatures, etc.;

  • Perform any other duties to support the Project, as requested by the members of the PMG.

     

    RECRUITING PROFILE: 

    Skills and Abilities:

  • Solid computer skills, including ability to produce reports and a variety of correspondence;

  • Proven ability to write in a clear and concise manner and to communicate effectively;

  • Ability to establish priorities and to plan, coordinate and follow up on the work of the Project;

  • Good organisational skills, proactive mentality, with a strong sense of urgency;

  • Ability to work in a focussed and precise manner; 

  • Proven interpersonal and diplomatic skills; ability to establish and maintain effective working relations at all levels with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;

  • Good eye for detail and strong on follow up;

  • Open minded and willing to take on additional duties in a spirit of continuous learning and development;

  • Effective organisational skills and ability to handle a large volume of work in an efficient and timely manner; 

  • Tact, discretion and accuracy.

     

    Language Requirements:

    Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable. Knowledge of Dutch is an advantage.