Staff Assistant, G5

The Staff Assistant provides comprehensive office management and administrative support to the Conventional Arms Branch of the Office for Disarmament Affairs. Responsibilities include managing office procedures, coordinating meetings and events, maintaining databases and files, and assisting with outreach activities including social media communications.

Responsibilities

• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
• Maintains liaison with the Executive Office and with senior officials in 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 service-wide activities (meetings, training, etc.), special projects and events.
• 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 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.
• Assist in the outreach activities, including social media communications.
• 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 unit (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; 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 (e.g., travel requests, contracts, vendor/consultant payments, expense claims, vouchers, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in drafting documents for implementing partner activities.
• 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.
• Assists with visualizations and updating information material such as web pages or brochures.
• May provide some specialized support to unit (e.g. financial and technical support, editing, desktop publishing, etc.).
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of five (5) years of experience in general office support or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• Experience using ERP systems, such as Umoja, SAP or similar is required.
• At least 1 year or more of experience in data analytics or related area is desirable.
• English is required at UN Level II for reading, writing, listening and speaking.
• Either Arabic or French or Chinese (Mandarin) or Russian or Spanish is desirable at UN Level I for reading, writing, listening and speaking.

Skills

• Office Support
• Administrative Support
• ERP Systems
• Umoja
• SAP
• Data Analytics
• Office Management
• Meeting Coordination
• Event Coordination
• Database Management
• File Management
• Social Media Communication

Languages

English, Arabic, French, Chinese (Mandarin), Russian, Spanish