Staff Assistant

vor 3 Wochen

Geneve, Schweiz United Nations Vollzeit

This temporary position is located in the Office of the Chief, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Languages Service.

**Responsibilities**:
Under the supervision of the Chief of the Languages Service, the incumbent will be responsible for the following duties:

- Assists in the overall administration of the Languages Service, i.e., provides substantive and administrative support in managing priorities and workflow of the Chief of the Languages Service and of the work 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.
- Serves as a communication link between Chief of Service and staff; on behalf of Chief of Service, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Chief of Service.
- Serves as first point of contact and liaison with senior officials internally and externally.
- Takes full responsibility for time management and scheduling on behalf of Chief of Service with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
- Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Chief of Service’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
- Independently handles a wide range of complex information requests and inquiries (e.g., answers requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
- Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Researches, compiles, and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
- Prepares, processes, and classifies confidential information.
- Uses Office 365 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 non-standard statistical and other reports from various databases.
- Organizes official receptions, meetings, Townhalls, etc., handling all necessary arrangements (e.g., room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, PowerPoint presentations, etc.)
- 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.
- Drafts a newsletter for the Service, updates Team Channels and the Languages Service SharePoint site to ensure effective communication in the services.
- Performs other duties as assigned.

Competencies
PROFESSIONALISM:
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 & 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.

TECHNOLOGICAL AWARENESS:
Education
High school diploma or equivalent is required.

Work Experience
At least seven (7) years of experience in secretarial or administrative field is required.

Out of these, three (3) years of experience within the United Nations Common System or similar international organizations is desirable.

One (1) 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 post advertised, fluency in English and French is required. Knowledge of another United Nations official language is desirable.

Assessment

Special Notice
- While this temporary assignment may provide the s

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