Staff Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit
This position is located in the Front Office, Division of Administration, United Nations Office at Geneva. The incumbent reports to the Director of Administration and the Special Assistant to the Director.

Responsibilities:

Under the supervision of the Special Assistant to the Director, the Staff Assistant will be responsible for the following duties:

  • Assist in the overall administration of the Office of the Director of Administration by providing substantive and administrative support in managing priorities and work flow of the Director; coordinate and monitor 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.
  • Ensure the smooth flow of correspondence to and from the Office of the Director, bringing urgent matters to the Director's attention immediately, with background documentation. Serve as a communications link to the Director; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the Director or the Special Assistant.
  • Take full responsibility for time management and scheduling of the Director's meetings with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands; answer communications (verbal or written) for the Director, with tact and diplomacy.
  • Undertake representational duties on behalf of the manager, to include serving as first point of contact and liaison with internal and external interlocutors.
  • Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify issues requiring the Director's attention and refer others to relevant officer for appropriate disposition; monitor and followup on actions to be taken.
  • Exercise quality control by reviewing, editing and proof reading correspondence, such as notes, memoranda, letters, talking points, etc. submitted for the signature of the Director and for the Director-General, paying particular attention to accuracy, grammar, punctuation and style and for adherence to established standards of format; and translate routine correspondence from French to English and from English to French as required. Independently handle 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.
  • Support the Director in presentations to intergovernmental bodies and other meetings.
  • Establish/improve administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems; and communicate them to counterparts in the Division.
  • Establish priorities and deadlines, assign work, monitor and followup, and review outputs upon completion; train other support staff in administrative, protocol and other relevant procedures.
  • Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
  • Prepare, process and classify confidential information with upmost discretion.
  • Manage, update and further develop internal databases; update website; generate a variety of standard and nonstandard statistical and other reports from various databases.
  • Perform other duties as assigned.
Competencies

Planning and 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.

Accountability:
Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education
High school diploma or equivalent is required.

Work Experience
At least seven (7) years of experience in administration, programme/project management or office support is required.

At least three (3) years of experience supporting senior-level officials (D1 or above) is desirable.

Experience working in a front office is desirable.

Experience working in ERP systems, such as Umoja, is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Fren

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