COMMUNICATIONS ASSISTANT

The Communications Assistant supports the Visitors' Service at the United Nations Office at Geneva by coordinating guided tours, organizing VIP/protocol tours and special events, managing schedules and records, and assisting with onboarding and accreditation processes. The role involves administrative and operational support to promote the ideals and activities of the United Nations to visitors.

Responsibilities

• Coordinates the schedule of guided tours, within the criteria set by the Chief of Service, by handling incoming reservations online (Fareharbor booking system) and incoming requests by email and telephone.
• Supports the Chief of Service with the organization and running of VIP/protocol tours and special events, such as the celebrations of United Nations Commemorative Days or United Nations Open Doors Days.
• Responds to requests for special tours and events and refers inquiries to the Chief of Service as needed.
• Assists with the arrival and departure of groups of visitors, including protocol and VIP groups, and stands in for the Chief of Service in the latter's absence.
• Handles the production and updating of the monthly work schedules of the Visitors' Service tour guides according to their availability and the monthly schedule of guided tours.
• Keeps daily records of the hours worked by staff on Individual Contractors' contracts and produces monthly tables of hours worked for salary payments.
• Sends payment requests for salaries to UNOG Finance and requests tour guides' yearly statements of earnings as necessary.
• Creates Minimaster files for new tour guides, requests Purchase Orders for approval, and creates Service Entry Sheets for monthly payment of salaries in the UMOJA-SAP system.
• Keeps budgetary information on the Service's monthly expenditure and other statistical information linked to the guided tour operation.
• Assists with the onboarding of tour guides including selection and training of new candidates.
• Assists with accreditation processes by checking and approving clients' entries in the Indico programme section dedicated to the Visitors' Service.
• Prepares, maintains and updates files of Purchase Orders, salary payments, budgetary updates and other needs.

Requirements

• High school diploma or equivalent is required.
• At least seven (7) years of experience in public information and public relations or front office is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university or higher.
• Five (5) years of experience within the United Nations or other similar international organizations is desirable.
• Experience in working at fast pace with many different interfaces from various internal departments at the United Nations or other similar international organizations is desirable.
• Knowledge of internal programmes, especially Umoja processes and procedures generally, and in particular those related to the described tasks.
• Excellent handling of all Microsoft Applications, especially Excel.
• Understanding of the functions and organization of the Visitors' Service.
• Ability to identify and resolve a range of issues/problems and to work well with figures.
• Demonstrated ability to apply good judgment in the context of assignments given.
• Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Skills

• Public Information
• Public Relations
• Front Office Management
• Umoja Processes
• MS Excel
• Microsoft Applications
• Visitor Services
• Event Coordination
• Schedule Management
• Records Management Projects
• Onboarding Process
• Accreditation processes
• Issue Resolution
• Judgment Application
• Gender Equality

Languages

English, French