Responsibilities
Performs a wide range of office support and administrative functions.
Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
Monitors processes and schedules related the unit’s outputs, products, tasks; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.
Generates a variety of standard statistical and other reports, work orders using various databases.
Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling. Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences. Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. Assists in the preparation of presentation materials using appropriate technology/software.
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Performs data entry and extraction functions.
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services. Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
Maintains files (both paper and electronic) and databases for work unit.
Assists in providing software and office equipment support.
Provides guidance to less experienced staff on general office processes and procedures, computer applications. 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.
Performs other related duties as assigned.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, 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.
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.
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.
Education
Completion of High School diploma or equivalent is required.
Work Experience
A minimum of three (3) years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to one (1) year for candidates with a first-level university degree or higher.
Experience in budgetary and financial administration is desirable.
Experience working with Enterprise Resource Planning (ERP) systems such as Systems, Applications and Products (SAP), Umoja is desirable.
Experience with the policies, procedures and practices of international organizations similar to United Nations is desirable.
At least one (1) year or more of experience in data analytics or related area is desirable.
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 UN official language is desirable.
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