United Nations Foundation

Administrative Assistant, Global Partnership for Sustainable Development Data

US-DC
Type
Regular Full-Time

Overview

The Global Partnership for Sustainable Development Data (GPSDD) is a fast-growing, dynamic international partnership bringing together over 250 different organizations including governments, UN agencies, private companies, civil society organizations, and many others. GPSDD convenes, connects and catalyzes action to address the problems of poor data use, access, quality and production, and to work with stakeholders to fully harness the new opportunities of the data revolution in the service of sustainable development. GPSDD aims to link and align action, capacities and resources across geographies, sectors and data communities.

 

The Administrative Assistant supports GPSDD by assisting with grants and contracts processes and providing logistical support to the Secretariat. Reporting to the Manager of Grants, Proposals and Compliance, the Administrative Assistant will help ensure that GPSDD is meeting all UNF and funder requirements as it implements its activities. Working closely with the Associate for Coordination, Planning & Finance, the Administrative Assistant will be integral to ensuring that internal and external events are successful by helping to arrange travel and logistics

Responsibilities

Grants and Contracts Support:

  • Manage database of grants and contracts
  • Route incoming and outgoing grants and contracts for internal approval
  • Conduct compliance checks for all partners, grantees and contractors
  • Assist with other compliance processes
  • Create and maintain filing systems for all grants and contracts documents
  • Follow up with grantees and contractors on outstanding deliverables and invoices
  • Ensure the procurement process is well documented for all contracts
  • Draft simple contracts
  • Review contractor invoices and bills for accuracy, prepare payment requests and work with the Budget and Finance teams to process payments

 

Logistical Support:

  • Coordinate team calendars to ensure availability for team and program meetings and other activities as directed; maintain teamwide calendar
  • Arrange meeting logistics and manage logistics during meetings (scheduling people, conference rooms and video/teleconferences, greeting guests, note taking, catering, cleanup)
  • Prepare briefing materials for events and meetings, such as briefing books with agendas, logistical information and background materials
  • Assist in making travel arrangements for Secretariat and event participants (including preparing travel authorizations and travel reimbursements and booking transportation and lodging)

 

Other Support:

  • Prepare expenses reports
  • Assist with timekeeping processes, including tracking Secretariat vacations and absences
  • Manage teamwide communications and file management tools
  • Draft and edit internal and external correspondence, when requested
  • Assist in managing the partner database and subgroup lists
  • Maintain other GPSDD databases
  • Other duties as assigned

Selection Criteria

  • Bachelor’s degree required
  • One to three years of administrative experience
  • Strong attention to detail and demonstrated excellence working in a fast-paced environment
  • Ability to manage multiple priorities
  • Strong professional interpersonal skills and diplomacy; the ability to interact with people from diverse, multi-cultural backgrounds
  • Ability to work independently as well as a member of a team
  • Previous experience with contracts preferred
  • Previous experience with events management preferred
  • Sense of humor
  • Proficiency in Microsoft Office Suite to include Outlook, Word, Excel, Access, and PowerPoint
  • Excellent verbal and written communication skills required
  • Interest, knowledge or experience in international affairs
  • Ability to meet regular attendance/tardiness policy
  • Ability to work under pressure and handle stress

Benefits & Compensation

For full-time employees we offer an excellent range of benefits, including a choice of two health plans through CareFirst (PPO or HDHP). Dental insurance, vision discount plan, Life Insurance, Supplemental Life Insurance, Short-Term Disability, Long-Term Disability, Long-Term Care Insurance, Health Club Discounts, Commuter Benefits, Employee Assistance Program and Warby Parker discounts.
 
12 Paid holidays, 4 weeks of vacation, 10 sick days, 3 personal days and 8 weeks of parental leave (mother or father). Access to the UNFCU Credit Union, 150% match on our 403b retirement plan, Flexible spending accounts, health savings accounts and discounted Zipcar membership.

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