STAFF ASSISTANT - Tenders Global

STAFF ASSISTANT

European Space Agency (ESA)

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JOB DESCRIPTION

Job Opening
Job Opening ID: 224078
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-6
Duty Station : GENEVA
Department/Office : United Nations Office at Geneva
Date Posted : Dec 15, 2023
Deadline : Jan 13, 2024

Org. Setting and Reporting
This position is located in the Front Office, Division of Administration, United Nations Office at Geneva. The incumbent reports to the Director of Administration and the Special Assistant to the Director.
Responsibilities
The Staff Assistant will be responsible for the following specific duties:
• Assist in the overall administration of the Office of the Director of Administration by providing substantive and administrative support in managing priorities and workflow of the Director; coordinate and monitor 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.
• Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify issues requiring the Director’s immediate attention and refer others to relevant officers for appropriate disposition; monitor and follow-up on actions to be taken.
• Serve as a communications link to the Director; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the Director or the Special Assistant.
• Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); respond, or draft responses, to a diverse range of correspondence and other communications.
• Prepare, process and classify confidential information with upmost discretion.
• Undertake representational duties on behalf of the manager, to include serving as first point of contact and liaison with internal and external interlocutors.
• Support the Director in presentations to intergovernmental bodies and other meetings.
• Exercise quality control by reviewing, editing and proof-reading correspondence, such as notes, memoranda, letters, talking points, etc. submitted for the signature of the Director and for the Director-General, paying particular attention to accuracy, grammar, punctuation and style and for adherence to established standards of format; and translate routine correspondence from French to English and from English to French as required.
• Serve as back-up for the time management and scheduling of the Director’s meetings with appropriate consultation; effectively prioritize and resolve related conflicts and competing demands; answer communications (verbal or written) for the Director, with tact and diplomacy.
• Organize official receptions, meetings, etc., handling all necessary arrangements (e.g., room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Handle a wide range of administrative duties/processes (e.g., leave and attendance records, timesheets, travel arrangements including for the Director, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.) including in the Umoja ERP and other relevant IT systems.
• Establish/improve administrative procedures and systems to ensure the smooth functioning of the department, including filing systems (paper and electronic); and communicate them to counterparts in the Division.
• Manage, update, and further develop internal databases; update website and contribute to internal communication initiatives.
• Generate a variety of statistical and other reports from various databases and relevant dashboards, thereby contributing to the implementation of the UN Secretary-General’s Data Strategy.
• Train other support staff in administrative, protocol and other relevant procedures.
• Perform other duties as required.
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.

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 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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent.
Job – Specific Qualification
Not available.
Work Experience
At least seven (7) years of experience in administration, programme/project management or office support is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

At least three (3) years of experience supporting senior-level officials (D1 or above) in a front office is required.

Experience working in ERP systems, such as Umoja, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another official United Nations language is desirable.


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