Consultative Committee Assistant, G4

The role provides administrative and secretarial support to the Secretariat by assisting with document production and formatting, processing financial transactions, helping to coordinate meetings and travel arrangements, and maintaining communication with internal and external stakeholders, as instructed by the supervisor.

Responsibilities

• Draft, edit, and format internal and external documents; submit documents for editing and formatting through the internal editing system (Pegasus); follow the internal document approval process and liaise with relevant colleagues as required; assist with the preparation and distribution of documents for sessions; ensure accurate filing and archiving of documents.
• Disseminate official communications to Consultative Committee members; assist in managing the CC mailbox, supporting the response to CC members’ requests and inquiries; maintain and update CC email distribution lists and contact databases.
• Assist with budget monitoring and expenditure tracking as instructed; issue membership fee invoices and track payment status; process external expense invoices and mission reimbursements; process invoices and track outstanding payments in the internal accounting system (Navision).
• Follow established internal workflows and administrative procedures to support the efficient functioning of the Secretariat; assist with the orientation of interns and provide day-to-day guidance on tasks as instructed; support intern recruitment processes by assisting with logistics and communications, as instructed.
• Help organize physical or online meetings and webinars with internal and external stakeholders; handle meeting logistics, including invitations, agendas, documentation, publication of meeting documents, and follow-up actions.
• Make official travel arrangements, including authorizations, flights, hotels, visas, trip planning, documentation, and UNSMS registration; follow internal approval procedures.
• Assist in the organization of CC receptions and events, including catering arrangements, venue reservation, guest list management and invitations, on-site support, and related administrative and financial arrangements.

Requirements

• Achieved secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type).
• Four years' initial experience as an assistant is required.
• Experience in an international environment is desirable.
• Independence (in relation to instructions to be followed) is required.
• Knowledge of office software tools (Word, PowerPoint and Outlook) is required.
• Good knowledge of Excel is required.
• Very good knowledge of the procedures to be followed in preparing and making available or distributing meeting and conference documents is required.
• Experience in taking notes and in re-reading and editing documents (in either French or English) is required.
• English or French proficiency at UN Level III in reading, writing, listening and speaking is required.

Skills

• Secretarial Training
• Business Administration
• Accounting
• Office Applications
• Word
• Power Point
• Outlook
• Excel
• Meeting Document Preparation
• Conference Document Distribution
• Note Taking
• Content Editing
• Financial Transaction Processing
• Meeting Coordination
• Travel Arrangement Coordination
• Stakeholder Communication

Languages

English, French