Staff Assistant

vor 1 Woche

Genf, Genf, Schweiz United Nations Vollzeit

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

The incumbent will report to the Chief of HRMS.

Responsibilities:

Within limits of delegated authority and under the supervision of the Chief of HRMS, the Staff Assistant will be responsible for the following duties:

  • Assists in the overall administration of the service, providing substantive and administrative support in managing priorities and workflow of Chief of Service; 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.
  • 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 followsup on actions to be taken.
  • 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.
  • 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.
  • Undertakes representational duties on behalf of the Chief of Service, to include serving as first point of contact and liaison with senior officials internally and externally.
  • 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, including substantive HR matters.
  • 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.
  • Establishes/improves administrative procedures and systems to ensure smooth functioning of the Service, including filing (paper and electronic) systems.
  • Prepares, processes and classifies confidential information.
  • 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.
  • Performs other duties as assigned.
Competencies

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.


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.


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
At least seven (7) years of experience in general office support or related area is required.


At least three (3) years of relevant experience in the United Nations Common system or a similar international organization, is desirable.

Experience working in a front office setting and providing assistance to senior officials is desirable.

Experience working with ERP systems, such as Umoja and Inspira, is desirable.

One year or more of experience in data analytics or related area is desirable.

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

Assessment

Special Notice

  • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experienc

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