Staff Assistant
6 days ago
The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.
This position is located in the Subregional Office for South-East Asia. The incumbent reports to the Regional Adviser for South-East Asia.
**Responsibilities**:
Under the direct supervision of the Regional Adviser for South-East Asia, and overall supervision of the Head of the Subregional Office for South-East Asia, the incumbent is required to perform the following functions:
- Performs, under mínimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
- Maintains liaison with the Office of the Executive Secretary and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
- Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Provides assistance in the coordination, preparation and implementation of programme/project initiatives and service-wide activities (meetings, training, etc.), special projects and events; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
- Attends meetings, prepares minutes, monitors follow-up activities.
- Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports and obtains necessary clearances, processes and follows-up on administrative actions, e.g., recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
- Assists in the preparation of presentation materials using appropriate technology/software.
- May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Maintains files (both paper and electronic) and databases for work unit.
- Performs other duties as assigned.
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.
- 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. A first-level university degree may be accepted in lieu of two years of required experience.
Work Experience
A minimum of 5 years (or three years if graduated with a bachelor's degree) of progressively responsible experience in general office support or related area is required.
Experience in the United Nations Common System or international organizations is desirable.
Experience with coordination of documentation and
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