| Posting Title: | Administrative Assistant |
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | EXECUTIVE OFFICE OF THE SECRETARY-GENERAL |
| Duty Station: | NEW YORK |
| Posting Period: | 12 January 2017 - 02 February 2017 |
| Job Opening Number: | 17-Administration-EOSG-72864-R-New York (A) |
| Staffing Exercise | N/A |
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
•Provides administrative, logistical and secretarial support to the Deputy Director and staff of the Sustainable Development Unit, including the preparation of draft memoranda, notes and letters for the signature of the Director, the Deputy-Secretary-General and the Secretary-General.
•Performs research and assist in the preparation of necessary documentation required for reports and correspondence and responds to inquiries on issues relevant to the work of SDU and EOSG. Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications.
•Ensures availability of background materials for directors and senior staff attending meetings; organizes and maintains office database and archives
•Liaises with the offices of various senior officials in other units regarding on-going programmes and other administrative matters.
•Provides administrative and logistic support to EOSG in the preparation of meetings, including circulation of invitations, monitoring of attendance, and coordination of technical arrangements.
•Conveys directives, reports, status updates and other relevant information and brings sensitive and urgent matters including operational issues to the attention of the Director and Deputy Director.
•Contributes to the team orientation of the Development Unit of EOSG and maintains daily attendance records for the Development Unit members.
•Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Unit, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions; organizes and maintains office database and archives and Liaises with the Executive Office on administrative matters.
•Provides assistance to senior officials designated as Trip Captains for SG’s official visits including the drafting and of communications and the monitoring changes to trip itineraries and composition of delegations.
•Provides personal assistance to the Deputy Director of the Unit by maintaining the calendar and processing appointment requests; organizes travel arrangements and prepares other administrative requests/documents for the Deputy Director and other staff of the Unit.
Competencies•Provides administrative, logistical and secretarial support to the Deputy Director and staff of the Sustainable Development Unit, including the preparation of draft memoranda, notes and letters for the signature of the Director, the Deputy-Secretary-General and the Secretary-General.
•Performs research and assist in the preparation of necessary documentation required for reports and correspondence and responds to inquiries on issues relevant to the work of SDU and EOSG. Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications.
•Ensures availability of background materials for directors and senior staff attending meetings; organizes and maintains office database and archives
•Liaises with the offices of various senior officials in other units regarding on-going programmes and other administrative matters.
•Provides administrative and logistic support to EOSG in the preparation of meetings, including circulation of invitations, monitoring of attendance, and coordination of technical arrangements.
•Conveys directives, reports, status updates and other relevant information and brings sensitive and urgent matters including operational issues to the attention of the Director and Deputy Director.
•Contributes to the team orientation of the Development Unit of EOSG and maintains daily attendance records for the Development Unit members.
•Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Unit, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions; organizes and maintains office database and archives and Liaises with the Executive Office on administrative matters.
•Provides assistance to senior officials designated as Trip Captains for SG’s official visits including the drafting and of communications and the monitoring changes to trip itineraries and composition of delegations.
•Provides personal assistance to the Deputy Director of the Unit by maintaining the calendar and processing appointment requests; organizes travel arrangements and prepares other administrative requests/documents for the Deputy Director and other staff of the Unit.
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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 & 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.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
EducationCommunication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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 & 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.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent is required.
Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience providing assistance to senior officials is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in 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.