Job Summary:
Provides administrative support to Senior Management of the Region and facilitates the coordination of the regional teams of the ICANN regional office. Responsible for providing day to day assistance in the operations of the office to include facilities, office supplies, equipment (i.e. copiers, telephones), reception/telephone services, shipping/receiving/postage, and other general administrative duties.
May provide direct support for the Managing Director including coordinating schedules, conference calls, travel arrangements, presentations and other administrative support duties. Will provide direct support for all events including coordinating schedules, travel arrangements and other administrative support duties.
Key Responsibilities & Duties:
Office Operations:
In coordination with the Corporate functions will maintain the Regional Office Facilities
Co-ordinate matters related to facilities such as repairs and maintenance; cleaning services etc
Maintain office supplies including stationery, business cards, pantry supplies etc
Support in the seat allocation & issuance of desk equipment and badge security access for new hires and visiting staff
Liaise with Building Management as the point of contact for compliance with lease contracts, parking services, implementation of Emergency Evacuation Plan etc
Administration:
Coordinates and arranges business travels for staff and hotel reservations for visitors when requested
Supports the HR department in the arrangement of staff engagement activities including onboarding, training, and team building activities
Mail processing, international shipping / courier and delivery documents
Handle incoming phone calls and the greeting of visitors to the office.
Responsible for day-to-day activities related to office administration and maintenance to provide supportive work environment
Maintaining Departmental communications: arrange conference calls, minute meetings and calls. Set up and run regular regional and community webinars with PGI and Adobe Connect
Support the dispersed team and act as liaison between the remote team members and the various regional or hub office department functions
Help to track and organize regional contacts, databases and resource centers; maintain mailing lists and stakeholder contacts databases; maintain a calendar of events for the region
Other duties as assigned or requested
Support for the Managing Director (MD);
Manages the schedule of the MD including meetings, appointments, conference calls and travel arrangements
Performs routine administrative duties for the MD including expense reports, filing, monitoring emails and data retrieval, supports arrangements with stakeholders
Assist with the creation of spreadsheets, manuals, presentations and communications, and publish documents to staff weCANN, website and regional newsletter
Help to track and organize regional contacts, databases and resource centers; maintain mailing lists and stakeholder contacts databases; maintain a calendar of events for the region
Assisting international staff, by working on work permit document requirements, assisting in housing search, contact with governmental institutions when settling in, shortening adaptation time
Other duties as assigned or requested
Required Knowledge, Skills, and Abilities (KSAs): (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
Broad knowledge and experience in scheduling and administrative work
Ability to schedule across multiple time zones, coordinate travel arrangements; compose summaries and other written communication such as meeting minutes and reports; process invoices and contracts; and multi-task
Communicate and coordinate with team members across a dynamic, multi-cultural environment
Proficiency using MS Office, and keen to learn new software such as Salesforce, Oracle or similar procurement systems; Concur or similar expense systems; Telephonic Bridge such as PGI Global Meet and other conferencing platforms such as Adobe Connect
Ability to work independently with limited supervision
Strong organizational, verbal and written communication skills
Detail oriented; commitment to quality and ethics
Education and Experience Requirements:
Associate’s or Bachelor’s Degree preferred
Minimum five (5) years related administrative experience supporting senior level management
Experience with intranet and online systems such as Concur, Reqlogic and Oracle
International experience preferred.
Fluency, both written and spoken, in English is required
Fluent written and spoken language skills in any of the other official United Nations languages is preferred
Conversational fluency in regional languages strongly preferred
Working Conditions & Physical Requirements:
Work is performed in a normal office environment with limited privacy and some exposure to background noise
While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
The employee may occasionally lift and/or move up to 25 pounds