Staff Assistant
Vor 6 Tagen
The position is located in the Inter-Agency Support Branch (IASB), Coordination Division, Office for the Coordination of Humanitarian Affairs, in Geneva. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
The incumbent reports to the Chief of IASB/Inter-Agency Standing Committee (IASC) secretariat.
**Responsibilities**:
Within limits of delegated authority, the Staff Assistant is responsible for the following duties:
- Performs, under mínimal supervision, the full range of office management and administrative support functions to support directly the Chief of the IASB/IASC secretariat, the IASC secretariat team in both Geneva Office and in New York Liaison Office.
- Maintains calendar/schedules of the Chief of IASB/IASC secretariat; monitors changes and communicate relevant information to appropriate staff inside and outside the IASB and IASC secretariat.
- Ensures smooth and efficient information flow within the IASB, as well as within IASC Geneva Office and IASC New York Liaison Office; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Maintains liaison with IASC member organizations and other key stakeholders regarding the logístical arrangements for IASC meetings and other administrative matters; initiates, organizes and monitors processes and schedules related to the IASC meetings, outputs, products, tasks, etc.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- 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 relevant Branch/ secretariat meetings, prepares minutes, monitors follow-up 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, including Customer Relations Management tool; generates a variety of standard and non-standard statistical and other reports from various databases.
- Supports communications efforts including with updates to website, social media, arranging of IASC-related events, printing and distributing IASC material, etc.
- Reviews material prior to review by Chief of Branch/ IASC secretariat to ensure quality submissions.
Assists in the preparation of presentation materials using appropriate technology/software.
- Maintains files (both paper and electronic) and databases for work unit.
- Performs 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.
- 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 is required.
Must have passed the Global General Service Test (GGST) or the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
Five years of experience in general office support or related area is required.
Experience in supporting humanitarian coordination mechanism is required.
Experience liaising with IASC member organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another o
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