Information Assistant

This position is located in the Office of the Secretary-General of the United Nations Conference on Trade and Development (UNCTAD).

**Responsibilities**:
Under the overall supervision of the Director of the Office of the Secretary-General, and under the direct supervision of a Coordination Officer, the Information Assistant is responsible for the following duties:

- Screens documents and correspondence submitted to the Office of the Secretary-General for processing in order to ensure compliance with submission standards and regulations; provides author /divisions with specific instructions on correct format and submission procedures as necessary.
- Oversees the registration of incoming and outgoing documents and correspondence; informs the supervisor of problems concerning submission and registration and resolves them as necessary.
- Assists the Director, OSG, in assigning incoming jobs and tracking the workflow; keeps all concerned informed of changes in processing schedules and transmits changes made by author /divisions to texts in process.
- Ensures that outgoing replies to correspondence are submitted correctly to the relevant recipient; prepares special processing instructions as necessary.
- Prepares electronic versions of texts to be edited in accordance with established formats. Clarifies and finalizes changes ensuring that any additional revisions are included in final versions.
- Drafts proposed replies to routine correspondence for review and clearance of the relevant officers. Performs desktop publishing functions in line with agreed editorial guidelines
- Independently responds to queries from internal and external partners concerning official documents submitted for processing.
- Compiles monthly, quarterly and yearly statistics on the output of the OSG; prepares other statistical reports as required.
- Performs general office management functions for the team.
- Trains and supervises junior staff in the performance of clerical and basic administrative functions, as necessary.
- Carries out other tasks requested by the supervisor; covers other General Service staff functions when the staff members are absent on annual or sick leave.

Competencies

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Education
High school diploma or equivalent is required.

Work Experience

Experience in drafting, editing proofreading or revising texts and correspondence is desirable.

Experience supporting high-level officials on the above functions is desirable.

Experience working in a front office setting is desirable.

Experience acquired in the United Nations System is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is required. Knowledge of another official United Nations language is an advantage.

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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated

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 i