Staff Assistant
1 day ago
Assists in the overall administration of the Energy Division, i.e. provides substantive and administrative support in managing priorities and work flow of the Chief of Sustainable Energy Development and Utilization Section; coordinates and monitors 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.
Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by the Section Chief.
Serves as a communications link between the Section Chief and senior staff; on behalf of the Section Chief, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Section Chief.
Takes full responsibility for time management and scheduling on behalf of Section Chief with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
Undertakes representational duties on behalf of the Section Chief, to include serving as first point of contact and liaison with senior officials internally and externally.
Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Section Chief's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Section Chief.
Independently handles 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.
Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
Oversees 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.
Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
Prepares, processes and classifies confidential information.
Provides secretariat services to committees, intergovernmental meetings, ministerial forums, ad hoc tasks forces, etc.; support preparation of official documents and submission, drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
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.
Performs other 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.
Work ExperienceA minimum of seven years 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 an Enterprise Resource Planning (ERP) system, e.g. SAP, is desirable.
Experience with organizing and supporting online meetings and conference using a variety of platforms is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
AssessmentQualified applicants may be evaluated through a com
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