Staff Assistant | UNOG

“UNOG” stands for United Nations Office at Geneva, is serving as a hub for diplomatic activities and international cooperation in Geneva, Switzerland. UNOG is a part of the United Nations agencies that plays a crucial role in promoting dialogue / negotiation / and collaboration among member states.

UNOG hosts a wide range of conferences / meetings / and events / addressing global issues such as human rights / disarmament / and sustainable development. This global office serves as a key platform for multilateral diplomacy / fostering international efforts to address complex challenges and advance the goals of the United Nations.

What are the advantages come with being employed at UNOG :

• Engaging in meaningful work has the power to positively impact deserving individuals.
• Empowering Youth by providing them with the necessary tools and skills for advancing in their careers
• Promoting diversity in gender and culture to support the strength of the team.

Job Details:

• Job Title: Staff Assistant
• Unit: UNOG
• Job Place: Geneva
• Deadline: 13 , January, 2024

Education & Qualifications Requirements:

Education:

• High school diploma or equivalent.

Work Experiences:

• 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.

Key Responsibilities Career:

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.

“The deadline for opportunity is 13, January, 2024”

“The Official Link for this Opportunity”

Official Website