STAFF ASSISTANT
Job Opening
Job Opening ID: 224693
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-5
Duty Station : GENEVA
Department/Office : United Nations Conference on Trade and Development
Date Posted : Jan 12, 2024
Deadline : Feb 10, 2024

Org. Setting and Reporting
This position is located in the Investment Capacity-Building Branch, Division on Investment and Enterprise of the United Nations Conference on Trade and Development (UNCTAD). The incumbent reports to the Programme Coordinator of the Intellectual Property Unit and receives overall guidance from the Head of the Branch.
Responsibilities
The Staff Assistant will be responsible for the following duties

• Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Programme Coordinator.
• Maintains liaison with the Office of the Director regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Unit and Branch’s outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the Unit and Branch; 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 of service-wide activities (meetings, training, etc.), special projects and events.
• 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.
• 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 websites; 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.
• Maintains calendar/schedules; monitors schedule changes and communicates relevant information to appropriate staff inside and outside of the Unit and the Branch.
• Performs a variety of administrative duties (meeting organization, reservations, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests for meeting participants/experts, expense claims, decentralization and other financial requests, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work unit.
• Performs other duties as assigned.
Competencies
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Familiarity with UN administrative rules and procedures and ability to interpret correctly their application. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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 the 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.
Job – Specific Qualification
Not available.
Work Experience
Five (5) years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

At least three (3) years of experience within the United Nations is desirable.

Experience in an ERP system, such as SAP or Umoja is desirable.

Experience organizing large-scale intergovernmental meetings is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.