Staff Assistant at United Nations

Job RequirementsEducation:

High, secondary school

Work experience:

7 years

Language skills:

English

Education

High school diploma or equivalent.Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

1. A minimum of seven (7) years of progressively responsible experience in general office support or related area is required.Experience in planning and organizing meetings, conferences or social events is required.Experience in drafting official correspondence is desirable.
2. Responsibilities Assists in the overall administration of the department/division, i.e., provides substantive and administrative support in managing priorities and workflow of the manager and of the work unit; 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.
3. Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by manager.
4. 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 manager.
5. Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
6. Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
7. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken, specifically by following up with Permanent Missions as well as with branches and offices within the Organization on requests and responses required.
8. 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 manager.
9. 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; Specifically focuses on communication with Permanent Missions and Governments by supporting the drafting and review of correspondences as need such as letters and note verbales for various purposes from the Organization
10. Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
11. Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
12. Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
13. Organizes official receptions, and services meetings of the Governing bodies, etc., handling all necessary arrangements (e.g., room reservations, guest/participant lists, drafting notifications and invitation letters, catering, seating arrangements, organising background documentation, special equipment, etc.).
14. Prepares, processes and classifies confidential information.
15. 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.).
16. Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
17. Uses standard word processing package to produce a wide variety of large, complex documents and reports.
18. Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
19. Performs other duties as assigned.