STAFF ASSISTANT - Tenders Global

STAFF ASSISTANT

United States Agency for International Development (USAID)

tendersglobal.net

JOB DESCRIPTION

Job Opening
Job Opening ID: 224607
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-6
Duty Station : NEW YORK
Department/Office : Executive Office of the Secretary-General
Date Posted : Dec 22, 2023
Deadline : Jan 20, 2024

Org. Setting and Reporting
This position is located in the Office of the Deputy Secretary-General (DSG) in the Executive Office of the Secretary-General (EOSG). The Staff Assistant will report to the Deputy Director in the Office of the DSG.

The EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff.

All EOSG unit will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.
Responsibilities
Within the delegated authority, the Staff Assistant will be responsible for the following duties:

1. Provides administrative to the Office of the Deputy Secretary-General:

• Act as primary focal point for internal correspondences in ODSG.
• Support senior staff in preparing relevant and confidential background materials following internal correspondence workflows.
• Organizes and maintains office database and archives.
• Provides administrative and logistic support in the preparation of meetings, including circulation of invitations, monitoring of attendance, and coordination of technical arrangements.
• Conveys directives, reports, status updates and other relevant information and brings sensitive and urgent matters including operational issues to the attention of the Special Assistant.
• Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications.

2. Collaborates with and, as needed, backstops, other Staff Assistants in the Office of the Deputy Secretary-General;

• Drafts, edits, proofread and prepare official communications, for signatures of EOSG senior officials.
• Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Office, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions; organizes and maintains office database and archives

3. Backstops the ODSG logistical focal point in the preparation of the Deputy Secretary-General’s travel:

• Supports the Trip Coordinator with logistics arrangements for DSG’s travel – liaises with UN Travel and Visa Office, DSS, Executive Office of the EOSG and other relevant UN Offices and Departments, as well as the UNCT, UN Office or partner in the country/city of the visit, and organizers of the event, as relevant, to confirm itinerary and security assignment and coordinate the logistics of the trip;
• Drafts, processes for signature by the Head of Office and dispatches memorandums, letters, notes verbales and other trip-related correspondence to relevant Permanent Missions and UN Offices and Departments, as per established EOSG practices and protocols; follows up as necessary.
• Prepares visa applications and other relevant forms for the DSG and Front Office Trip Captain;
• Takes the necessary steps to complete registration for the DSG and TC’s participation in a summit or conference where accreditation is required.
• Develops structure of a trip book, prepares a paper copy for the DSG and Front Office Trip Captain travelling with the DSG.
• Maintains trip files (both electronic and paper).
• Performs other assignments pertaining to the trip, as required.
• Performs the above actions under minimal supervision and report the result to the trip captain.
Competencies
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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
A minimum of seven years of experience in general office support, administrative services, or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.

Experience providing assistance to senior officials is required.

Experience in drafting and proof-reading of official communications/documents is required.
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.


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