Responsibilities

Within limits of delegated authority, Staff Assistant will be responsible for:

Office Management:

• Assists in the overall administration of the front office;
• Managing and maintaining the Director’s calendar and schedule, including: Arranging appointments; receiving and directing visitors; placing and screening calls and answering queries; ensuring meeting and review documents are printed for review; contacting embassies, UN agencies, international institutions, government offices, Sub Regional Offices (SROs), etc.; and ensuring coordinated scheduling and time management of the Director’s calendar, with appropriate consultation to prioritize and resolve conflicts and competing demands;
• Conveying directives, reports, status updates and other relevant information to necessary parties, bringing sensitive and urgent matters to the Director’s attention;
• Screening and prioritizing all incoming emails and correspondence; compiles relevant background documents; identifies issues requiring the Director’s attention and refers others to relevant officers for appropriate action; follows up on actions to be taken;
• Researching, compiling and summarizing materials for use in preparing reports, briefs, presentations, etc;
• Handling a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications;•Assisting in compiling and analyzing data, producing summaries and conclusions for review by the Administrative Assistant and Administrative Officer;
• Working to improve administrative procedures and systems to ensure smooth functioning of the Division, including filing (paper and electronic) systems;
• Preparing, processing and classifying confidential information;
• Handling a wide range of administrative duties/processes (e.g. leave and attendance, timesheets, travel arrangements, visa applications, expense statements, charges, equipment purchase, service and supply requisitions, conference room bookings, etc.);
• For outgoing documents, proofreading and editing text for adherence to format, grammar, punctuation and style;
• Assisting in producing variety of large, complex documents and reports;
• Maintaining tracking on work assignments;

Client Management Support:

Division of Administration (DoA) has agreements with UN clients to provide services on a cost recovery basis. These services include but are not limited to; the provision of office space, conference facilities; financial management services; human resource management services; IT and communications services; and procurement services. The Staff assistant will:

• Facilitates questions/requests from UN agencies and offices that are Division of Administration clients/partners;
• Helps coordinate updates/maintenance to service information (reference documents, service catalogues, pricing information, etc.) and ensures availability of information through internal and client-facing service website/SharePoint;
• Assists in reviews and customization of new/revised service agreements, in coordination with clients/partners;
• Coordinates extensively with service units;
• Monitors client satisfaction (via surveys, emails, and other feedback), and helps identify service improvements.
• Performing other duties as required.

Competencies

• Professionalism Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• 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.
• 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. Must have passed the United Nations Global General Service Test (GGST) administered by the Headquarters. Degree in Business Administration, Office Administration or Secretarial Service is highly desirable.

Work Experience

A minimum of seven years progressive work experience in general office support or related area.

Knowledge of cost recovery mechanism and procedure is required.

Experience of working in the Executive Office or with Senior Managers is highly 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 desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

The post is funded through extra budgetary resources and extension of the appointment is subject to the availability of the funds.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.