UNSSC: Office Assistant, Individual Contractor (Job offer)

The UNSSC Knowledge Centre for Sustainable Development, officially opening in January 2016, is an integral part of the United Nations System Staff College tasked to provide support to the UN system in implementing the new sustainable development agenda through learning, training and knowledge management. It supports, in collaboration with relevant UN and non-UN institutions, the policy and operational work of the UN through the development of learning tools, platforms of interaction and executive programmes around the three dimensions of the new sustainable development agenda.

Post Title and Level: Office Assistant, Individual Contractor

Organizational Unit: UNSSC Knowledge Centre for Sustainable Development

Duty Station: Bonn, Germany

Duration: 9 Months

Deadline for applications: 31 January 2016

Terms of reference

The incumbent will serve as Assistant to the Head of Office and also fulfil the task of Office Assistant of the UNSSC Knowledge Centre for Sustainable Development in Bonn.

The specific tasks of the Office Assistant are to:

  1. Provide general secretarial and administrative support to the Head of Office of the UNSSC Knowledge Centre for Sustainable Development;

  2. Organise all administrative activities to facilitate the smooth set up and running of the new established UNSSC Knowledge Centre, and make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively; coordinate the communications flow of the UNSSC Knowledge Centre ensuring and the timely dissemination of routine information both within and outside the UNSSC Knowledge Centre for Sustainable Development.

    Tasks will, among others, include:

  • Maintaining appointment schedules and contact lists;

  • Placing and screening telephone calls, responding to routine requests for information, receiving visitors;

  • Screening, registering and routing incoming mail and ensuring follow-up action on pending issues according to deadlines and priorities; maintaining office files, archives and records (both paper and electronic);

  • Organizing phone and video conferences as requested, and

  • Liaising with Bonn based UN Organizations and local providers for office set up, furniture, and protocol matters related to the Knowledge Centre.

  1. Assist in the smooth organization and preparation of the logistical aspects of workshops and other learning and training events. Activities include but may not be limited to:

  • Establishing and maintaining databases;

  • Requesting and following-up on travel arrangements for staff members and expert speakers, including travel arrangements, DSA, visa requirements;

  • Liaising with relevant units in Administrative Services on workshop related administrative issues such as payments and finalisation of Memorandum of Understandings (MoUs);

  • Providing logistical support in preparation of the training/meeting activities including organize appropriate workshop/meeting venue, proper set up of offices and meetings, equipment, transportation services and hospitality arrangements;

  1. Perform any other job related activity required.

Qualifications and Experience

This position requires:

  • At least four (4) years relevant experience working in an office support function preferably as Office Assistant,

  • Experience in the logistical support to meetings and workshops highly desirable;

  • Experience in an international environment is an asset;

  • Good knowledge of office technology such as MS Office package and e-mail application;

  • Proficient in written and spoken German and English.


High School Diploma.

Submission of applications:

The application (in English) should include the following:

  1. A duly completed, updated and signed P11 form.

  2. A motivation letter elaborating in a concise style why you consider yourself qualified for this position.

The application should be submitted preferably by e-mail to recruitment@unssc.org with a subject title of “Application for Office Assistant, UNSSC Knowledge Centre for Sustainable Development IC/UNSSC/001/2016”.

If electronic submission is not possible, hard copy can be mailed or faxed to:

United Nations System Staff College

Fax: (+39) 011 65 35 902

Late submission of application and/or incomplete application will not be considered. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only those candidates who are successful at the application pre-screening stage will be contacted shortly after the application deadline.

Source: UNSSC notification from 23.12.2015