Communications Assistant
Organizational Context
This position is within the Visitors' Service of the United Nations Information Service in Geneva, part of the Strategic Communications Division. The Visitors' Service manages guided tours at the Palais des Nations, aiming to promote UN ideals and activities to a broad audience and highlight the work of UNOG.
Job Purpose
The Communications Assistant supports the Chief of the Visitors' Service by coordinating guided tour schedules, managing reservations via online systems, email, and phone. This role is crucial for organizing VIP and protocol tours, special events, and UN Commemorative Days. The incumbent assists with visitor group arrivals and departures, potentially standing in for the Chief. Responsibilities also include managing tour guide work schedules, processing contractor payments through the UMOJA-SAP system, maintaining budgetary information, and assisting with the onboarding and training of new tour guides. The role ensures smooth operational flow and effective communication for all visitor-related activities.
Responsibilities
Coordinate guided tour schedules and manage reservations through online systems, email, and phone. Support the organization of VIP/protocol tours and special events, including UN Commemorative Days. Assist with the arrival and departure of visitor groups, including VIPs, and act as a substitute for the Chief of Service when necessary. Produce and update monthly work schedules for tour guides based on availability and tour schedules. Maintain daily records of hours worked by contract staff and process monthly salary payments. Utilize the UMOJA-SAP system for creating Minimaster files, purchase orders, and service entry sheets. Track monthly expenditures and provide statistical information on guided tour operations. Assist in the onboarding and training of new tour guides, covering substantive and practical aspects. Support accreditation processes by verifying client entries in the Indico program. Maintain and update electronic and paper files for purchase orders, salary payments, and budgetary information.
Work Experience
A minimum of seven years of experience in public information, public relations, or front office roles is required. This requirement is reduced to five years for candidates holding a first-level university degree or higher. Experience within the UN or similar international organizations is desirable, as is experience working in a fast-paced environment with diverse internal interfaces.
Skills
Professionalism, Teamwork, Planning and Organizing, excellent Microsoft Office (especially Excel) skills, knowledge of Umoja processes, ability to manage figures and resolve issues, good judgment, and effective time management.