Staff Assistant

vor 17 Stunden

Geneve, Schweiz United Nations Vollzeit

This post is located in the Front Office of the Director, Coordination Division, Office for the Coordination of Humanitarian Affairs (OCHA), Geneva. OCHA is the 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 Staff Assistant reports to the Special Advisor in the Front Office of the Head of OCHA Geneva and Director of Coordination Division.

**Responsibilities**:
Within limits of the delegated authority, the Staff Assistant may be responsible for the following duties:

- Prepares letters, reports, administrative correspondence and drafts routine correspondence for the Head of OCHA Geneva and Director of the Coordination Division.
- Answers external phone calls of a general nature or direct them to the relevant persons within or outside OCHA.
- Follows-up on developments which are of a particular interest to the Director.
- Acts as the focal point for Geneva Registry and sorts and analyzes all incoming correspondence from the Registry for the Director. Assigns routine correspondence to the different Branches for action. Keeps track of training and ePerformances of the Coordination Division.
- On a daily basis, and on behalf of the Director and in support of the Special Advisor, deal with Permanent Missions in Geneva, Governments, IGOs, EU, NGOs, etc, on the organization of meetings, events and specific activities related to humanitarian assistance. Ensures that actions requested by the Director (and channeled through the incumbent) are being taken effectively.
- Follows-up on the submission of inputs from the Branches within the deadlines, for consolidation of reports in the Office of the Director. Makes consolidated reports upon request.
- Draws the attention of the Director to specific problems, or sensitive issues when necessary. Within the framework of the official functions of the Director, organizes invitations and catering for receptions; Any other ad hoc assignment or project delegated by the Director, for immediate action.
- Supports the Special Advisor in her/his overall role.
- Maintains the Division’s information products on OCHAHub.
- Supports the Division on all recruitment matters including short-listing in Inspira.

Competencies

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of seven (7) years of secretarial or related experience is required.

Extensive experience in budgeting and web-based enterprise platform for business planning (such as Anaplan) is required.

Four (4) years of relevant administrative experience within the United Nations Common System or a comparable international organization is desirable.

Strong experience in the use of Excel to provide detailed budget analysis is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English (both oral and written) is required and knowledge of French is desirable.

Assessment

Special Notice
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career deve

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