Administrative Assistant

The Administrative Assistant supports the TSB Director’s Office by managing correspondence, travel arrangements, petty cash, office systems, and serving as a first point of contact. The role requires strong organizational skills and proficiency in office software to ensure efficient administrative operations.

Responsibilities

• Manages incoming and outgoing correspondence. Drafts and formats correspondence, memoranda, and other documents based on instructions from the Director or the Executive Assistant.
• Assists in preparing and entering the details of the Director’s official travel arrangements.
• Manages the office’s petty cash, provides regular updates to the Executive Assistant, and liaises with FRMD to reconcile accounts.
• Maintains and updates office systems and procedures, files, reference databases, and office materials, recommending simple improvements to support efficiency and accuracy.
• Serves as a first point of contact for the Office of the Director, managing inquiries, maintaining confidentiality, and ensuring appropriate follow-up.
• Performs other related duties as assigned.

Requirements

• Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with ten years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
• At least five years of experience in the field of the post. (A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience on the basis of one year of education for one year of experience.)
• Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level.
• Knowledge of a third official language would be an advantage.
• Computer literacy and the ability to effectively use standard office hardware and software tools (Microsoft Outlook, Word, and Teams) to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
• Knowledge of SAP or similar Enterprise Resource Planning (ERP) processes would be an advantage.
• UN Global General Service Test or equivalent would be an advantage.
• Ability to touch type at 40 wpm would be an advantage.

Skills

• Office Management
• Correspondence Management
• Travel Arrangements
• Petty Cash Management
• Electronic filing systems
• Microsoft Outlook
• MS Word
• MS Teams
• Computer Literacy
• SAP
• Enterprise Resource Planning
• Touch Typing

Languages

English, French