Administrative Assistant

vor 3 Wochen

Geneve, Schweiz United Nations Vollzeit

This post is located in the Office of Special Envoy of the Secretary-General for Syria (OSE-Syria) in Geneva, Switzerland. The incumbent will report to the Chief of Staff.

**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

- Receives and reviews incoming mail addressed to the Special Envoy (SE) and Deputy Special Envoy (DSE) and facilitate timely flow of documents, communication, messages, to and from the Front Office.
- Maintains the Special Envoy’s and Deputy Special Envoy’s calendars, handles the day-to-day management of the Special Envoy’s and Deputy Special Envoy’s agenda and appointments.
- Assist in the preparation of the Special Envoy and Deputy Special Envoy’s meeting by issuing invitations/notifications, setting up connection details, etc.
- Supports in organizing meetings, including liaising with security, Swiss police, protocol, conference management, catering, etc.
- Ensures smooth and efficient information flow within the office; prepares and processes confidential information.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Drafts routine correspondence such as letters, Note Verbales, etc.
- Participates in the organization and preparation of staff meetings.
- Prepares and updates proposed calendar of conferences, meetings, and workshops of the SE/DSE.
- 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.
- Performs other tasks as assigned by the Chief of Staff.

Competencies

TEAMWORK: Excellent interpersonal skills; ability to work collaboratively with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity to achieve organizational goals. 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 five (5) years of experience in administrative services, human resources or related area is required.

Experience working with an Enterprise Resource Planning system (such as SAP, Umoja, Inspira or similar) in an international organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Arabic is desirable.

Assessment

Special Notice

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

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 women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee
THE UNITED NA

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