Staff Assistant

Vor 6 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the External Relations and Partnerships Section (ERPS), Partnerships and Resource Mobilization Branch, Humanitarian Financing and Resource Mobilization Division, of the Office for the Coordination of Humanitarian Affairs (OCHA), 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 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 Head of the Funding Trends and Resource Mobilization Unit, ERPS.

**Responsibilities**:
Within limits of delegated authority, the Staff Assistant may be responsible for the following duties
- Performs, under mínimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
- Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
- Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Organizes and coordinates Member States briefings, humanitarian events and meetings, including making the request and managing the process through e-meets, liaising with DGACM conference services and ensuring all required services (including interpretations) in place.
- 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 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; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Assists in the preparation of presentation materials using appropriate technology/software.
- May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate 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.

Work Experience
At least five years of experience in general office support, administrative office management or related area is required.

Experience in ERP system such as Umoja, including functions such as Travel Administrator, Time administrator and Requisitioning is desirable.

Experience in organizing major events for Member States briefings, mini-summits, or conference is desirable.

At least 3 years of substantive experience working within the United Nations common system or comparable international organization is desirable.

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

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