The Permanent Observer Mission of the Sovereign Order of Malta to the United Nations is seeking applicants for the position of:
Administrative Officer – Assistant to the Ambassador (Part-Time)
3 March 2017
Ideal date of commencement
13 March 2017
The Administrative Officer reports directly to the Ambassador, Permanent Observer. He/she will be expected to serve as the Permanent Observer Mission’s primary liaison with other actors in the United Nations system, including: the U.N. Protocol and Liaison Service; senior U.N. officials; permanent/observer missions; U.N. agencies and bodies; NGOs, etc. Also he/she will serve as the Permanent Observer Mission’s primary liaison with the administration of the Grand Magistry and diplomatic network of the Sovereign Military Order of Malta, as well as with the Staff and Delegation of the Mission.
The Administrative Officer is responsible for drafting correspondence, diplomatic notes, articles, reports, and updating web content, as well as official statements for delivery in high-level meetings, ensuring consistency in the voice and message of the Permanent Observer Mission.
He/she must also effectively coordinate actions relative to the official and personal activities of the Permanent Observer Mission’s Ambassador and Permanent Observer of the Mission, including but not limited to: drafting correspondence and statements; arranging appointments; scheduling of official and social activities; planning and overseeing events hosted by the Permanent Observer; arranging travel; registering participation in international meetings and conferences.
He/she will be expected to execute and/or delegate general administrative tasks including: filing and maintenance of archives; database management; ordering of services and supplies; translating as appropriate; overseeing general maintenance of the office.
Lastly, the Administrative Officer is responsible for meticulously overseeing the financial activities of the Permanent Observer Mission, in coordination with the Treasure of the Sovereign Order of Malta, including but not limited to: budget forecasting; bill payment and account reconciliation; assisting in professional tax accounting and payroll servicing; researching and implementing cost-cutting measures, etc.
Communication Skills and Professionalism
Speak and write clearly and effectively; listen to others, correctly interpret messages from others and respond appropriately; ask questions to clarify, and exhibit interest in having two-way communication; tailor language, tone, style and format to match audience; demonstrate
openness in sharing information and keeping people informed; demonstrates discretion, as
Teamwork and Self-motivation
Work collaboratively with colleagues and superiors to achieve organizational goals; solicit
input by genuinely valuing others’ ideas and expertise; be willing to learn from others;
demonstrate patience and effectiveness in training others; support and act in accordance with
final group decision, even when such decisions may not entirely reflect own position.
In parallel, possess the initiative to undertake or continue a task or activity without
another’s supervision; show pride in work and in achievements; demonstrate professional
competence and mastery of subject matter; be conscientious and efficient in meeting
commitments, observing deadlines and achieving results; show persistence when faced with
difficult problems or challenges; remain calm in stressful situations. Take responsibility for
Be exceptionally organized. Have a general knowledge of administrative and budgetary
policies and procedures. Have or obtain knowledge of the United Nations System, and its
activities, and general diplomatic protocol. Possess conceptual analytical and evaluative
skills to conduct independent research and analysis. Be able to apply policies and preferences
of superiors and the organization to daily work. Be able to identify issues, formulate
opinions, and make conclusions and recommendations.
A first-level or advanced university degree, preferably in business or administration or
international relations, is necessary. Other levels of education will be considered in
combination with qualifying experience.
Fluency in English (both oral and written) is required; knowledge of Italian, French or
Spanish is a plus.
US Immigration Status:
Applicant must be legally permitted to be gainfully employed in the United States.
Salary and benefits
$2,000 per month, plus partial compensation of health insurance.
Collective six weeks vacation (over Christmas and month of August)
Hours: 9:30 am – 1:00 pm, Mon-Fri
Please send resume and cover letter to:
Addressed to Kara DeDonato
Please put “Application for position of Administrative Officer:” followed by your name in
the subject line.
Applications will be considered upon receipt; earlier applicants who are good candidates may
be contacted for an interview in advance of the application deadline.