Administrative Assistant

This Administrative Assistant position supports the Secretariat of the Intergovernmental Panel on Climate Change (IPCC) by providing a wide range of administrative, coordination and support functions to facilitate the effective implementation of the IPCC work programme and smooth functioning of the Secretariat.

Responsibilities

• Provides, with a high degree of independence and under minimal supervision, the full range of administrative support to the IPCC Secretary, ensuring the efficient organization and implementation of IPCC activities, meetings, and work program deliverables.
• Coordinates and processes administrative, travel, procurement and financial transactions in accordance with WMO regulations, rules, policies and procedures, providing guidance and support to Secretariat staff and IPCC Technical Support Units (TSUs) as required.
• Ensures effective communication and information flow between the IPCC Secretariat, Bureau members, governments, TSUs, WMO services and other stakeholders; prepares, processes and safeguards sensitive and confidential information and correspondence.
• Drafts, formats, edits and finalizes correspondence, reports, memorandum, briefing notes, meeting documentation and other official communications, ensuring consistency with WMO standards, established procedures and editorial requirements.
• Processes and coordinates the preparation, circulation and archiving of documentation for sessions of the IPCC, the IPCC Bureau, the Executive Committee, WMO governing bodies and other relevant meetings, and provides administrative support before, during and after such sessions.
• Independently manages incoming and outgoing correspondence, monitors deadlines and required actions, follows up with relevant stakeholders and ensures timely responses and completion of assigned tasks.
• Maintains and regularly updates electronic filing systems, correspondence records, contact databases, mailing lists, meeting schedules and other administrative information repositories, ensuring the accuracy, accessibility and integrity of records.
• Coordinates the administrative work of the IPCC Secretariat, provides guidance to staff on administrative procedures and practices, supports onboarding of new personnel and facilitates day-to-day office operations.
• Manages calendars, schedules appointments and coordinates official travel for the Secretary/IPCC, including preparation and processing of travel authorizations, visa requests, claims and related documentation.
• Attends meetings as required, prepares minutes, records decisions, monitors agreed actions and follows up on implementation with relevant stakeholders.
• Coordinate information requests and inquiries from governments, Bureau members, TSUs, Secretariat staff and other stakeholders, conducting research and coordinating with relevant offices as necessary.
• Assists in the preparation of presentations, briefing packages, reports and other materials for senior management, governing body sessions and external meetings using appropriate technology and software.
• Contributes to the continuous improvement of administrative processes, systems and procedures within the IPCC Secretariat and identifies opportunities to enhance efficiency and service delivery.
• Performs other related duties as required.

Requirements

• Completion of secondary education is required.
• A minimum of 7 years of progressively responsible experience in administrative, secretarial, or office support functions.
• This position is subject to local recruitment pursuant to Appendix B.2 of WMO Staff Regulations and Rules.
• Open to Swiss citizens, citizens of the European Union (EU) member states or holders of residence and a valid permit to reside and work in Geneva, without restrictions, is required prior to applying.
• Applicants must reside within commuting distance of the WMO headquarters in Geneva, Switzerland.
• Excellent organizational and administrative skills, with the ability to coordinate multiple activities simultaneously.
• Sound judgment, discretion and the ability to handle confidential and sensitive information.
• Ability to support senior management through effective calendar management, travel coordination and document preparation.
• Strong attention to detail and commitment to accuracy in correspondence, records management and financial/administrative processes.
• Demonstrated ability to work with standard Microsoft Office applications (Word, Excel and PowerPoint), Google Apps (e-mail, calendar, sites, etc.) and Quantum Oracle I-Procurement applications.
• Excellent knowledge of English (both oral and written).
• Knowledge of other official languages of the Organization would be an advantage.

Skills

• Administrative Support
• Secretarial responsiblities
• Office Support
• Organizational Skills
• Calendar Management
• Travel Coordination
• Document Preparation
• Records Management Projects
• Financial Administrative Processes
• Confidential Information Handling
• MS Word
• MS Excel
• MS PowerPoint
• Google Applications
• Quantum Oracle I-Procurement

Languages

English