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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 Office of the Executive Secretary (OES). The incumbent reports to the Special Assistant to the Executive Secretary.
**Responsibilities**:
Under the direct supervision of the Special Assistant, the incumbent is required to perform the following
functions:
- Performs, under mínimal supervision, the full range of office management and administrative support functions; related to the functioning of the Office of the Executive Secretary (OES), including receiving, registering and tracking correspondence in the OES.
- Maintains a tracking database and liaison with the administrative staff in other units regarding on-going programmes, communication inputs, and other administrative matters; monitors processes and schedules related to the OES’s outputs, products, tasks, etc.
- Ensures smooth and efficient information flow within the OES; 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, mission files, etc.
- Provides assistance in the coordination of the engagements of the Executive Secretary.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
- Attends meetings, prepares minutes, monitors follow-up activities.
- Reviews a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
- Carries out quality control function for outgoing correspondence; 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.
- Provides some specialized support to the OES (e.g. technology support, editing, desktop publishing, etc.).
- Maintains files (both paper and electronic) and databases for the OES.
- 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.
Work Experience
A minimum of 5 years of experience in general office support, or related area, is required.
Experience within the UN Secretariat, UN Common System, or other international organizations is desirable.
Experience with enterprise resource systems is desirable (e.g., SAP/PeopleSoft).
Experience in providing assistance to senior officials is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Special Notice
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant,
