Org. Setting and ReportingThis position is located in the Front Office of the Executive Secretary (ES) of the United Nations Economic Commission for Europe (UNECE) based in Geneva, Switzerland. Under the direct supervision of the Executive Secretary, the Staff Assistant is expected to ensure that the Front Office runs smoothly and efficiently. The incumbent reports directly to the Executive Secretary. ResponsibilitiesWithin limits of delegated authority and depending on the needs of the ES, the Staff Assistant will be responsible for the following duties: - Receives, reviews and registers all incoming mail, bringing urgent and current matters to the prompt attention of the Executive Secretary and/or the Chef de Cabinet, together with background information; liaises with the Chef de Cabinet concerning instructions for the distribution of the mail, follow-up action, and monitors follow-up of required action and deadlines. - Receives, reviews and registers all outgoing correspondence submitted for signature by the Executive Secretary, after clearance of the Chef de Cabinet, ensuring format and presentation, supporting documentation, etc. making and distributing copies of relevant correspondence to officers concerned. - Drafts and checks routine correspondence, statements or any other type of document requested; prepares, processes and classifies confidential information. - Maintains and updates subject and chronological filing system both physical and electronic; establishes and implements a system of electronic mail boxes to ensure a comprehensive electronic filing system for electronic mail messages; retrieves information prior to attendance at meetings. - Arranges meetings and appointments with visiting government officials, permanent representatives of missions and representatives of UN agencies and other organizations; maintains agenda, rescheduling appointments as and when necessary; ensures up-to-date information and related documentation is at the disposal of the Executive Secretary for each meeting. - Answers and screens telephone calls, redirecting when necessary to senior staff dealing with the subject matter, prioritizes urgent communications for the Executive Secretary's attention. - Takes care of protocol issues for the Executive Secretary (receptions, drivers, etc.); keeps record of movements of Directors and Chiefs of Programmes. - Initiates, reviews, processes and follows-up on actions related to the administration of the office. Makes travel arrangements, (prepares travel authorizations, visa formalities, hotel accommodation, travel expense reports); prepare files in connection with attendance at meetings in and outside of Geneva and draws up travel schedule accordingly. Monitors OES travel expenditures and compares with approved budget, prepares adjustments as necessary. - Provides support to ES and administrative support staff on Umoja, office procedures and systems. Organizes team building activities. - Serves as budget focal point for the Office of the Executive Secretary for budget preparation and first-level oversight of expenditures and available balances. - Any other duties as required. CompetenciesProfessionalism: 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 the audience. Demonstrates openness in sharing information and keeping people informed. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceAt least seven (7) years of administrative experience is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Of which, at least three (3) years of experience providing support to senior officials is desirable. Experience involving wide contact with diplomatic personnel, various offices of the United Nations Secretariat or any other similar international organization, and overseas offices of the United Nations at large (or other similar field offices) is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Russian is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).