Staff Assistant [Temporary] - United Nations - New York, NY

This position is located in the Department of Political Affairs (DPA), Middle East and West Asia Division (MEWAD). The incumbent reports to the assigned team leader and under the general guidance of the Director and Deputy Director of MEWAD.

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 Afghanistan team leader and team.

•Maintains liaison with the Executive Office and other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.

•Ensures smooth and efficient information flow within the unit; 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 meetings, visits, special projects and events, etc.

•Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

•Attends relevant 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.

•Screening visitors and telephone calls.

•Maintains calendar/schedules; monitors changes and communicates 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 assisting with travel arrangement and preparing and/or processing administrative requests/documents (e.g., visa applications).

•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. 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.

Work Experience

A minimum of 5 (five) years of experience performing administrative and/or secretarial functions is required. Experience within the UN Secretariat, particularly in support of senior officials, 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.