Administrative Assistant

Org. Setting and Reporting

This position is located in the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO). The incumbent will be based in Kinshasa and will report to the Chief of Staff through her Deputy and Special Assistant.

Responsibilities

Within delegated authority and under the overall guidance of the Senior Political Affairs Officer, the incumbent will carry out a broad range of duties in support of the management and functioning of the Office of the Chief of Staff. These duties include, but are not limited to, the following:

• Managing the calendar of meetings and appointments of the Chief of Staff with senior officials, diplomats, heads of international organizations, and others.
  Processing correspondence, both incoming and outgoing, in coordination with the Special Assistant and routings and distributing routine and confidential material, including Code Cables.
• Maintaining appropriate records and general management files.
• Coordinating the travel programme of the Office of the Chief of Staff, liaising with Movcon and other sections as relevant, and handling administrative tasks. Preparing folders for business trips and meetings. Keeping others informed by conveying directives, reports, status updates, and other relevant information.
• Assisting in the overall administration of the mission, providing administrative support in managing priorities and workflow in the Office of the Chief of Staff, and liaising with other Principals’ Offices as required.
• Handling a wide range of administrative duties and processes through Umoja such as leave requests, attendance records, timesheets, travel arrangements, and expense reports, as well as other processes including visa applications telecommunications charges, equipment purchase, services and supply requisitions, conference rooms booking, etc.
• Performing other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• At least eight (8) years of progressively responsible experience within the United Nations system in the field of administrative services, such as finance, human resources or related fields is required. Experience and familiarity with administrative support to senior UN officials is required, including experience in the workflow of a Front Office and coordination with internal and external counterparts. Experience in managing and processing correspondence, following-up on requests and records management is required.

Languages

• English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required and fluency in French is desirable.

Source: https://careers.un.org/jobSearchDescription/243845?language=en