Staff Assistant

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Description

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This position is located in the Office of the Director of the United Nations Mine Action Service (UNMAS) within the Office of the Rule of Law and Security Institutions (OROLSI) in the Department of Peace Operations (DPO) in New York. The incumbent will report to the UNMAS Director. Established in 1997, the United Nations Mine Action Service (UNMAS) works to eliminate the threat posed by mines, explosive remnants of war and improvised explosive devices by coordinating United Nations mine action, leading operational responses at the country level, and supporting the development of standards, policies and norms. As a specialized service of the United Nations located within the Department of Peace Operations, UNMAS operates under UN legislative mandates of both the General Assembly and the Security Council. UNMAS also responds to specific requests for support from the UN Secretary-General or designated official. For more information on UNMAS, please visit www.unmas.org.

Responsibilities

Within delegated authority, the Staff Assistant is responsible for the following duties:

• Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the UNMAS Director.
• Maintains liaison with the offices of senior officials within the department, the Executive Office, offices of other key stakeholders and with senior officials and section chiefs in UNMAS regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Director’s programme of work.
• Ensures smooth and efficient information flow within the office; 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 for the Director.
• 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 for the Office of the Director 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 website; 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.
• May provide some specialized support to the Office of the Director (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules for the Director; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents for the Director(e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for the office.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of five years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience working in the office of a senior official providing administrative and other support is required. Experience organizing international travel and large inter-governmental conferences is required. One year or more of experience in data analytics or related area 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 another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/230033?language=en

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