Staff Assistant at United Nations

Responsibilities

Assist in Division and Programme-wide coordination

• Ensure smooth secretarial support to the Director, overseeing special assignments and giving guidance to colleagues over office procedure and special instruction;
• Consolidate mission and leave forecasts for the Programme Division, including consolidating forecasts for the sub-programme co-ordinators and regional directors;
• Assist with travel arrangements for the Director, ensuring the appropriate authorizations are received;
• Participate in the preparation of staff and/or any other meetings as requested by the Director, including organizing, booking the venue and raising the appropriate documents in Umoja;
• Organize meetings with ministers, senior governments personnel, ambassadors:
• Representatives of the media and non-governmental organizations, including facilitating smooth entry into the complex by liaising with security for clearance;
• Answer routine queries and acknowledge all documents and important letters in the absence of the Director.

Process Communication

• Receive, screen and track incoming correspondence, drawing the Director’s attention to specific issues for his attention;
• Draft replies to general and administrative correspondence on the basis of instructions and/or own initiative, and finalize such correspondence.

Other Duties

• Arrange appointments and receive visitors;
• Assist in preparing the Director’s agenda;
• Maintain the filing system (paper and electronic), ensuring that all activities supported are traceable and accessible when required;
• Serve as focal point, leave monitor, time attendance monitor for the Division;
• Initiate requisition of goods and services as required, including raising shopping carts in Umoja and other associated processes;
• Ensure office equipment such as photocopiers are well maintained;
• Act as procurement focal point of the Division;
• Perform other relevant duties as assigned.

Competencies

• Professionalism: Knowledge of general office and administrative support including but not limited to administrative policies, processes and procedures related to budget, finance, procurement, and human resources . 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

• Completion of secondary education is required. Supplementary training in secretarial, work from a recognized secretarial college and/or diploma in business administration and/or other relevant qualifications, is required.
• MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

• A minimum of seven (7) years of progressively responsible working experience in or related area, is required.
• Working knowledge of enterprise resource planning (ERP) is desirable.
• Experience in working with MS Word, Excel, PowerPoint and other software packages will be an advantage.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For this post, fluency in written and oral English is required.
• Working knowledge of the French language is desirable.
• Working knowledge of other UN official languages is desirable.