Special Assistant and Program Officer (Researcher)

Position description

The Center on International Cooperation (CIC) is seeking a dedicated Special Assistant and Program Officer (Researcher) to join their team.

Position Summary

The Special Assistant and Program Officer reports to the Director of the Center of International Cooperation (CIC). The focus of the Special Assistant and Program Officer is to support, in a fast-paced, confidential, and politically sensitive environment, the Director in the effective management and implementation of the CIC’s research and policy development mandate, programs and their activities, and timely and appropriate representation of CIC to its stakeholders including, but not limited to: Permanent Missions at the UN, Governments in capital and donors. In addition, the Special Assistant and Program Officer will support the Director’s oversight of the Multilateral Research Program.

Responsibilities to include: Manage the administrative and research operations for the Director. Facilitate efficient scheduling, management of internal and external research deliverables, and key internal and external research relationships. Manage all meetings and event logistics.

The ideal candidate for this role has an interest in and sound substantive knowledge of CIC’s areas of work, strong diplomatic skills, and can perform in a fast-paced multi-stakeholder environment with a high degree of independence, confidence, and detail-orientation.

Responsibilities

• Maintain and coordinate communication on research and research findings with Permanent Missions at the UN, Governments in capitals, and donors for the CIC Director and all CIC workstreams, being aware and mindful to the appropriate diplomatic protocol standards, and with confidentiality. Support includes preparing and drafting emails, coordinating with CIC staff, and ensuring appropriate documents are prepared ahead of meetings.
• Coordinate meetings on behalf of the CIC Director with Ambassadors from UN Permanent Missions in New York and senior government officials in capitals by managing email and phone communication, preparing supporting background information and meeting material; drafting summary reports, and consolidating discussion highlights, while maintaining effective diplomatic relations.
• Lead the organization of CIC’s annual research planning and annual research reporting processes by drafting segments and coordinating the CIC Director’s drafting and editing process, liaising with the Finance and Operations Team, as well as other CIC Program Directors on the annual business planning process and preparing supporting documentation alongside the CIC Director for quarterly financial reports on the Multilateral workstream expenditures, and working with the Communications Team to finalize the annual report and  business plan publication by  providing editorial support to and review of materials for consistency.
• Provide research support on various fronts including by helping to draft monthly briefings, providing literature review on research projects, drafting newsletter entries, as well as coordinating research input provided by various staff members on behalf of the CIC Director.
• Management of external partners’ meetings: Manage the scheduling of virtual and in-person meetings with external partners both in New York and elsewhere by setting up the calendar invites and Zoom link when needed, confirming speakers and participants, drafting and circulating agendas, providing meeting background research, as well as coordinating required meeting follow-up. Manage and coordinate the CIC Director’s travel arrangements, including the purchasing of flights and hotel rooms, coordinating with hosts, preparing a travel agenda and a travel folder, supporting the scheduling of meetings with local partners, and ensuring that expense reimbursements are fully documented and processed efficiently. Ensuring that important communications with donors, partners and programs are archived and readily accessible. Discreetly handling sensitive and confidential correspondence and information.
• Manage various internal research data management, document archive, and internal communication systems by organizing and maintaining multiple confidential databases, including contact systems with Permanent Missions and capitals, as well as executive directors and other senior level partners, electronic filing systems; and working with the Director of Finance and Operations to strengthen and administer the architecture of CIC’s internal archives and communications system.
• Management of internal meetings with staff including the Senior Management Team meetings, staff meetings, bilateral meetings with management staff, and other internal meetings, by coordinating logistics, setting up the calendar invites and Zoom links when needed, confirming speakers and participants, drafting and circulating agendas, and preparing meeting minutes. Supervision of one staff member or student worker supporting CIC Director activities.
• Manage and prioritize the CIC Director’s incoming communications, including but not limited to email and phone calls, and create a daily priority log demonstrating high level understanding of strategic priorities, as well as current events to pivot the CIC Director’s attention appropriately.

Qualifications

Required Education

MA with minimum of 5 years of relevant experience. Experience in lieu of education may be considered.

Required Experience

• 5-7 years of relevant work experience, including within the non-government and multilateral sectors.
• Experience with relevant research and practice in the areas of multilateral reform, crisis prevention or the promotion of peace, justice and inclusion.
• Experience in managing relations with high level government counterparts, multilateral interlocutors, and civil society.
• Experience managing confidential communications and maintaining confidential contact lists and files.
• Experience in planning, scheduling, organizing meetings, drafting and preparing correspondence including briefing notes and records of high-level meetings.
• Experience developing and maintaining internal data management, document archive and internal communication systems.
• Experience providing support to senior managers/directors and high-level officials.
• Excellent interpersonal and diplomatic skills, demonstrated strong collaboration skills, and high level of discretion in dealing with confidential information. Previous experience working in culturally diverse settings or international organizations.
• Experience with conducting research and literature review.

Required Knowledge, Skills and Abilities

• Knowledge of or interest in CIC research’s portfolio, and knowledge/experience of the United Nations and other multilateral organizations.
• Ability to master and convey to partners the core ideas in CIC’s substantive research and policy work.
• Excellent time management and organization skills.
• Ability to perform under minimal supervision and adapt.
• Proven ability to prioritize a wide range of assignments and consistently deliver at a high level of quality in high pressure, fast-paced environments.
• Excellent, interpersonal, and written as well as oral communication skills.
• Ability to negotiate solutions to contain problems.
• High degree of initiative, reliability, and resourcefulness.
• Demonstrate sound judgement, and ability to make time-sensitive decisions and take appropriate action.
• Good understanding of protocol working with UN senior officials, Ambassadors, and senior government officials.
• Ability to conduct research and literature review on a range of issues.
• High level of proficiency in office technology including Microsoft Office Suite, Google Suite, Dropbox, and Slack.

Preferred Knowledge, Skills and Abilities

• Fluency in another UN language strongly preferred. Other non-UN languages considered an asset.
• Interest, and preferably experience, with CIC’s research portfolio.
• Must be well versed in quality data collection to ensure adequacy, accuracy and legitimacy of data in NYU systems and be able to strictly follow data privacy and security procedures for data handling and analysis to ensure adherence to legal and institutional standards.
• A professional attitude, a team-player, working respectfully and productively with colleagues, with a positive approach and a growth mindset.

Additional Information

In compliance with NYC’s Pay Transparency Act, the annual base salary range for this position is $67,275 to $93,150 New York University considers factors such as (but not limited to) the specific grant funding and the terms of the research grant when extending an offer.