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Secretarial/Administrative Assistant, New York

The Permanent Mission of the Netherlands in New York has a fulltime (40 hours per week) local vacancy for a Secretarial/Administrative Assistant to the Political Department. The job is being offered at pay scale 5 for a fixed term of two years with a probationary period of two months.

Additional information regarding this position is available – by email only – from Ms. Claudia Brink, Operational Manager, at
.

Please send your application, with resume, to:
Permanent Mission of the Kingdom of the Netherlands to the United Nations
Att. Ms. Claudia Brink
666 Third Avenue, 19th floor
New York, NY 10017
USA
Closing date for applications: 2 February 2021
Starting Date: as soon as possible
Indicative monthly gross salary (based on pay scale New York, scale 5, pay step 0): $4632. gross per month.

• As per US Citizenship and Immigration Services (USCIS), employers in the US are required to ensure that all employees have the legal right to work in the US. Under US State Department requirements, the embassy and our consulates may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or “G” visa holders. There is a max term for G4 visa holders of 5 years, the Netherlands Embassy / Permanent Mission cannot sponsor any work permits for family members.

General features of job

• You will mainly provide secretarial and administrative support to the Political Department of the Permanent Mission and the Election Officer of the Mission. This team has a complicated external network, which means insight of the organizational and functional relations within the Mission and Capital is needed.
• Careful handling of confidential subjects and files is a must. 
• General interest in, and knowledge of, UN work and political affairs is a bonus.
• You work under the supervision of the policy officers and Head of Department, and work closely together with the 2 other Secretarial/Administrative Assistants. Head of Department will secure the quality and the progress of the administrative tasks and support. Your work will be carried out in accordance with departmental administrative and procedural rules, requirements and work agreements;
• You determine the urgency and importance of the tasks, such as phone calls, correspondence, scheduling appointments, preparing and reporting meetings, and collecting and organizing information and files. The ideal candidate is able to act proactively and individually.
• During peak moments (such as the yearly High Level Week of the UN General Assembly) the workload can be intense and will require work outside of normal business hours (overwork will be compensated).

Duties

Duties and result areas:

This vacancy concerns an assistant position of 40 hours a week at the Political Department. At the Mission there are 3 assistant positions (including this position) who are all dedicated to specific tasks of the different departments, but are each other’s back-stops. Depending on supply and demand of the Mission, tasks can and will be distributed among the 3 assistants. The back-stop of the receptionist is also part of the duties.

Description of duties:

• Secretarial support to the policy officers, amongst others, by preparing meetings, maintaining a strong network within the UN Secretariat, other Permanent Missions in New York and the Ministry of Foreign Affairs in The Hague;
• Handling incoming and outgoing mail, including forwarding documents and letters to the Ministry in The Hague;
• Elaboration of visitors programs for (high-level) visitors from the Capital;
• Elaboration of letters, note verbales, memoranda, a.o., both instructed by Policy Officers from the Political Department and the Election Officer, as well as on own initiative;
• Elaborating and sending invitations for official gatherings and keeping up the guests list;
• Scheduling appointments for the Management Team and for Policy Officers;
• Management of calendars of heads of department;
• Accepting and handling incoming telephone calls;
• Welcoming visitors;
• Logistical support when organizing side events, at the Mission, the UN, Residence and external locations;
• Organization of catering for breakfast and lunch meetings and receptions;
• Other administrative work;
• Writing meeting minutes;
• Back-stop of other secretaries when absent;
• Back-stop of the receptionist when absent.

Working environment:

The Permanent Mission of the Netherlands to the United Nations (PVVN) is looking after the Dutch interests regarding foreign policy and in the area of development cooperation at the United Nations in New York. Approximately 30 employees are working at the PVVN, as well as several temporary staff members.

You will be part of the Political Department. This department consists of a head (also Deputy Permanent Representative) and 6 policy officers. There are also connections with the Development, Humanitarian Affairs and Human Rights Section. The formal supervisor is the head of the Political Department.

The PVVN is, together with the Consulate General and the Netherlands Foreign Investment Agency, located in a modern high-rise building within walking distance from the United Nations Headquarters.

The Mission is experiencing a heavy workload during the whole year due to many conferences, visitors, meetings and other activities.
During the high season of the HLPF and General Assembly of the United Nations (July and September) it might happen that the Secretarial/Administrative Assistant works from 8:00 – 20:00 in shifts, together with other assistants.

Composition of the Mission in which the ideal candidate will be working:

• Permanent Representative and Deputy Permanent Representative;
• Four heads of departments (Development, Humanitarian Affairs and Human Rights Section, Political Department, Military Department and Internal Affairs);
• Department of Internal Affairs consists of the Operational Manager, the Deputy Operational Manager, one General Affairs Officer, one IT assistant, one receptionist/clerical officer, three drivers and one cleaner;
• Several temporary staff members during the whole year;
• Frequently incoming (high-level) visitors.

Competences

The candidate should possess the following competences:

• Client orientation
• Excellent communication/writing skills in both English and Dutch
• Ability to work with others
• Adaptability & initiative
• Organisational sensitivity
• Stress resistance
• Ability to plan and organize

Knowledge and skills

Level of education:

Vocational education

Level of experience:

minimum of 1-4 years work experience

• Excellent organizational skills: ensuring quick and careful follow-up of duties and tasks;
• Broad knowledge of management assistance methods, organizational/logistic/ administrative regulations;
• Understanding of/having a feel for diplomatic contacts and functional relationships of the Mission with third parties and the way of working of the Mission;
• Skilled in setting priorities regarding the different support tasks and weighing up consequences, interests etc.;
• Skilled in drafting letters, note’s and reports etc. and performing tasks regarding data storage and archiving;
• Skilled in working under varying conditions and time pressure;
• Skilled in Windows-driven MS Office programs such as Word, Excel, Outlook and PowerPoint;
• Skilled in using social media like Twitter and LinkedIn;
• Good command of written and oral communication skills in the English and Dutch language

Contacts

With third parties within and outside the Mission about secretarial and administrative proceedings, exchange of information about the content and progress of these proceedings and to arrange meetings.

The Netherlands Government celebrates all forms of diversity and is deeply committed to foster an inclusive environment within its organization. Individuals interested in advancing these diversity goals are strongly encouraged to apply.

Additional information regarding this position is available – by email only – from Ms. Claudia Brink, Operational Manager, at
.

Please send your application, with resume, to:
Permanent Mission of the Kingdom of the Netherlands to the United Nations
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