Staff Assistant
6 days ago
Performs, under mínimal supervision, the full range of office management and administrative support functions.
Maintains liaison with other sections and Office of the Director and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the section's outputs, products, tasks, etc.
Ensures smooth and efficient information flow within the section; 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., and supports in preparation and finalization of publications.
Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. Provides support in planning and organizing intergovernmental meetings such as the Committee on Transport and Ministerial Conference on Transport and other meetings.
Maintains contact with external stakeholders and partners and regularly updates the divisional stakeholder's list.
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 intergovernmental meetings, committee, 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.
Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. Assists in the assembly of original statistical material to ensure accuracy, clarity and validity including making appropriate adjustment.
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 the section (e.g. travel, technology support, editing, desktop publishing, etc.).
Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work of the section.
Maintains files (both paper and electronic) and databases for work unit.
Performs other related duties as assigned.
**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 & 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 QualificationA first-level university degree in business administration or related area is desirable.
Work ExperienceA minimum of five years of experience in office management and administrative support is required.
Experience in administrative procedures and project administration is required.
Experience with an Enterprise Resource Planning (ERP) system is desirable.
Experience in the United Nations Common System or other international organizations is desirable.
LanguagesEnglish are French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge of Thai is desirable. Knowledge of another official United Nations languages is an advantage.
AssessmentQualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
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
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