Staff Assistant

vor 1 Woche

Genf, Genf, Schweiz United Nations Vollzeit

This position is located in Medical Service, Human Resources Management Service (HRMS), Division of Administration, United Nations Office at Geneva (UNOG).

The incumbent reports to the Chief Medical Officer and Medical Officers.

Responsibilities:

Under the direct supervision of the Medical Officer and the Chief Medical Officer, the incumbent will be responsible for the following duties:

  • Performs, under mínimal supervision, the full range of office management and medico-administrative support functions; typically provides direct assistance to medical officers. Prepares or created the files for the Medical Officers daily appointments, creates new medical files, liaise with staff members for clarification on sick-leave matters or exams for medical clearances, processes to medical clearances and generic mailboxes of Medical Service.
  • Maintains liaison with the Executive Office and with senior officials in other units regarding ongoing programmes and other medicoadministrative matters; monitors processes and schedules related to the unit's outputs, products, tasks, etc.
  • Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
  • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
  • Provides assistance in the coordination of servicewide activities (meetings, training, etc.), special projects and events.
  • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
  • Attends meetings, prepares minutes, monitors followup activities.
  • Responds or drafts responses to a wide range of correspondence and other communications; 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 nonstandard statistical and other reports from various databases.
  • Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
  • Assists in the preparation of presentation materials using appropriate technology/software.
  • May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
  • Maintains calendar/schedules of all Medical Officers; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
  • Maintains medical files (both paper and electronic) and databases for work unit.
  • Performs other duties as assigned.
Competencies

  • 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.
Education
High school diploma or equivalent.

Work Experience
A minimum of five (5) years of experience in administrative or general office support or related area is required.


At least two (2) years of experience within the United Nations Common System or a similar international organization is desirable.

Experience with IT systems, such as EarthMed, is desirable.

Experience in implementing new IT development is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required. Knowledge of English is required. Knowledge of another official United Nations language is desirable.

Assessment

Special Notice

United Nations Considerations


Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed gu

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