STAFF ASSISTANT Full Time NEW

Job Description

Responsibilities

• Within delegated authority, the Staff Assistant may be responsible for the following duties: • Assists in the overall administration of the Front Office/division, i.e. provides substantive and administrative support in managing priorities and work flow of the Director and of the Division; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Director. • Takes full responsibility for managing the Directors’ Calendar and scheduling on behalf of Director with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. • Undertakes representational duties on behalf of the Director, to include serving as first point of contact and liaison with senior officials internally and externally. • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Directors’ attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Director. • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Supports the Director in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc. • Implementing and supporting improvements to administrative procedures and systems to ensure smooth functioning of the Division, including filing (paper and electronic) systems. • Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). • Prepares, processes and classifies confidential information. • Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Uses standard word processing package to produce a wide variety of large, complex documents and reports. • Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Maintains tracking on work assignments. • Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Job Qualification

• Education: High school diploma or equivalent is required. A diploma or first level degree in Business Administration, Finance, economics or related fields is desirable.

How To Apply

https://careers.un.org/jobSearchDescription/277437?language=en