JOB DESCRIPTION

• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Serve as the focal point for all courier and shipment services, including receiving, documenting, and dispatching official packages and mail; coordinating with courier companies and internal units to ensure timely delivery of goods; tracking outgoing and incoming consignments; maintaining up‑to‑date logs; and proactively communicating delays or issues to relevant stakeholders to ensure smooth flow of materials and information.
• Drafting, formatting, and proofreading various documents, preparing and sending routine correspondence, and maintaining records and archives for proper storage and accessibility.
• Respond to simple routine queries on a range of services on facilities and escalating where appropriate in order to provide a timely and accurate response to enquiries.
• Provide comprehensive meeting and event support by assisting with scheduling meetings, preparing meeting rooms, arranging necessary materials, taking meeting minutes and distributing them to relevant stakeholders, and coordinating tea/coffee for office meetings booked in the conference room.
• Promote collaboration and teamwork by working closely with team members to ensure smooth workflow, providing support and backup to the Management Services unit, and actively contributing to a positive work environment through effective communication and cooperation.

DESIRED EXPERIENCE FOR ENTRY INTO THE ROLE:

Education:

• University degree (or final-year student/graduate) in Business Administration, Office Management/Administration, Public Administration or related field.

Experience:

• Any work experience will be an added advantage.

Knowledge & Skills:

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with general office equipment.
• Excellent attention to detail and accuracy in data entry and document preparation.
• Strong verbal and written communication skills, with the ability to communicate effectively with internal and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive and resourceful, with a willingness to take initiative and learn new skills.
• Strong interpersonal skills and a professional demeanor.
• Flexible and adaptable, able to work well in a fast-paced environment.

Languages:

• Fluency (level C) in the UN language in use at the duty station and in the duty station’s language, if different

• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Serve as the focal point for all courier and shipment services, including receiving, documenting, and dispatching official packages and mail; coordinating with courier companies and internal units to ensure timely delivery of goods; tracking outgoing and incoming consignments; maintaining up‑to‑date logs; and proactively communicating delays or issues to relevant stakeholders to ensure smooth flow of materials and information.
• Drafting, formatting, and proofreading various documents, preparing and sending routine correspondence, and maintaining records and archives for proper storage and accessibility.
• Respond to simple routine queries on a range of services on facilities and escalating where appropriate in order to provide a timely and accurate response to enquiries.
• Provide comprehensive meeting and event support by assisting with scheduling meetings, preparing meeting rooms, arranging necessary materials, taking meeting minutes and distributing them to relevant stakeholders, and coordinating tea/coffee for office meetings booked in the conference room.
• Promote collaboration and teamwork by working closely with team members to ensure smooth workflow, providing support and backup to the Management Services unit, and actively contributing to a positive work environment through effective communication and cooperation.

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with general office equipment.
• Excellent attention to detail and accuracy in data entry and document preparation.
• Strong verbal and written communication skills, with the ability to communicate effectively with internal and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive and resourceful, with a willingness to take initiative and learn new skills.
• Strong interpersonal skills and a professional demeanor.
• Flexible and adaptable, able to work well in a fast-paced environment.

• University degree (or final-year student/graduate) in Business Administration, Office Management/Administration, Public Administration or related field.
• Fluency (level C) in the UN language in use at the duty station and in the duty station’s language, if different.