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Administrative Assistant
vor 3 Monaten
The position is located in the Office of the Chief, Central Support Services (CSS), Division of Administration, United Nations Office at Geneva. The incumbent reports to the Chief, Central Support Services (CSS), UNOG.
**Responsibilities**:
Under the supervision of the Chief of Central Support Services, the incumbent:
- Handles correspondence received by the supervisor, conducts checks to elicit relevant information and sets up files, including for complex cases.
- Draws supervisor’s attention to correspondence or requests concerning urgent matters; prepares draft responses.
- Organizes internal and external meetings and manages supervisor’s calendar; prepares documentation for meetings; welcomes visitors.
- Tracks the development of projects in order to provide timely support in the preparation of the related documentation and respond to all requests concerning the cases handled by the Service.
- Ensures deadlines are met; provides regular updates to Chiefs of Section regarding pending requests.
- Coordinates the flow of information within the Service, which consists of three Sections.
- Maintains records of annual leave, sick leave and training for Chiefs of Section and Chiefs of Unit in the calendar of the Chief of CSS.
- Checks the structure, logic, spelling, grammar and adherence to UN correspondence rules in correspondence prepared by the Sections within CSS before submitting it to the supervisor for signature/approval; ensures that submitted correspondence can be signed/approved by the supervisor and requests corrections/changes if necessary.
- Translates documents.
- Informs the secretaries of the Sections within CSS of the rules and procedures to be followed and ensures that they are adhered to; responds to requests for information and advice.
- Performs secretarial duties: receives, records and sorts mail, correspondence and documents sent to the Chief of CSS; drafts internal memorandums, external correspondence, notes verbales and other documents and paperwork.
- Acts as meeting secretary, takes notes and drafts minutes.
- Coordinates requests for assistance submitted to the Office of the Chief.
Competencies
PLANNING & 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.
Work Experience
A minimum of seven (7) years of experience in secretarial, administrative services or related area is required.
Experience in the use of Microsoft Office/Office 365 (Outlook, Word, Excel, Powerpoint) is required.
A minimum of two (2) years of experience in administration within an Executive Office or similar setting is desirable.
Experience in providing administrative support to an office of the United Nations common system or a comparable international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both 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 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 development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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 w
