Org. Setting and ReportingThis position is located in the Office of the Under-Secretary-General in the Department of Political and Peacebuilding Affairs. The incumbent reports to the Chief of Office. ResponsibilitiesWithin delegated authority, the Staff Assistant will be responsible for the following duties: • Assist in the overall administration of the department/division, i.e. provide substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Ensure the proper distribution of incoming and outgoing code cables and manages correspondence for the Chief of Office. • Assist on matters related to human resources and senior appointments. • Take full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. • Undertake representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally. • Screen and prioritize all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Oversee work of Office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures • Prepare, process and classify confidential information. • Supervise correspondence for USG’s signature and exercise quality control function for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style. • Use standard word processing package to produce a wide variety of large, complex documents and reports. • Manage, update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases. • Compile and maintain Departmental listings. • Perform other duties as assigned. 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. • 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. • Planning& Organizing: Effective organizational skills and ability to prioritize own work programme and that of more junior staff (or ability to handle several assignments at once under tight deadlines). 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. Job - Specific QualificationNot available. Work ExperienceExperience in using integrated information management systems, such as Inspira, Umoja, Unite or other comparable systems is required. Experience handling confidential and strictly confidential correspondence is required. Experience in a front office setting supporting the work of a senior official is desirable. Experience in human resources and related matters is desirable. A minimum of 7 years of progressively responsible experience in general office support or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. 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).
This vacancy is archived.