Job Opening
Job Opening ID: 226124
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-6
Duty Station : NEW YORK
Department/Office : Department of Management Strategy, Policy and Compliance Office of the Under-Secretary-General
Date Posted : Jan 18, 2024
Deadline : Feb 16, 2024

Org. Setting and Reporting
This position is located in the Office of the Under-Secretary-General for Management Strategy, Policy and Compliance. Under minimal supervision, the incumbent reports to the Director of the Office.
Responsibilities
The Staff Assistant will be responsible for the following duties:

• Assists in the overall administration of the office, i.e. provides substantive and administrative support in managing priorities and workflow of the manager and of the work unit; 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 manager.
• Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the Office, 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 manager’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 manager.
• 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.
• Supports the Office in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• 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.
• Serves as an information technology focal point and Umoja local process expert for the OUSG/DM, monitors all personal computers running the UN software delivery system to ensure that they are working correctly, provides basic technical advice and support to clients when needed; resolves issues as they arise.
• Organizes official receptions, virtual, hybrid and in person meetings and events, including town halls for the Secretary-General, Chef de Cabinet and the Under-Secretary-General for Management Strategy, Policy and Compliance, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, transportation, interpretation and audio-visual services and equipment, etc.).
• Prepares, processes and classifies confidential information, including updating the conduct and discipline tracker for the department.
• Handles a wide range of administrative duties/processes (e.g. leave, flexible working arrangement scheduling, and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase in accordance with the Financial Regulations and Rules and procurement policy and procedures in Umoja, office equipment inventory management, service and supply requisitions, including through iNeed, conference room bookings, including through gMeets, translation requests through gDoc, etc.).
• Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Uses standard Office 365 package to produce a wide variety of large, complex documents and reports, including SharePoint, Word, Excel, PowerPoint.
• Manages, updates and further develops internal databases, including correspondence repositories and tracking systems; updates departmental website; generates a variety of standard and non-standard statistical and other reports from various databases.
• Serves as an alternate to the personal assistant to the Under-Secretary-General for Management Strategy and Policy and Compliance.
• Performs other duties as assigned.
Competencies
PROFESSIONALISM: Knowledge of general office and administrative support, including administrative policies, processes and procedures, such as in the areas of office equipment and supplies, the organization of meetings, and travel. Proactively works to continuously improve and innovate office workflows, systems, procedures and processes, and lead the implementation of the changes. 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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of seven years of experience in administrative and office support 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 in drafting and proof-reading of official communications/documents is required.

Experience in supporting senior officials in an international organization setting is required.

Experience in scheduling appointments/meetings for a senior level official is required.

Experience in collating briefing materials and preparing communications in English is required.

Experience in setting up and maintaining electronic and physical filing systems is required.

Experience using Umoja, SAP or similar ERP system is required.

Experience logging and managing correspondence is desirable.

Experience in updating and maintaining website and SharePoint sites is desirable.

Experience using PowerBI or other data analysis tools is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.