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    negotiable / YEAR
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    1 week ago
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This position is located in the Office of the Deputy Secretary-General (DSG) in the Executive Office of the Secretary-General (EOSG). The Staff Assistant will report to the Special Assistant to the Deputy Secretary-General. The EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff. All EOSG unit will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.
Within the delegated authority, the Staff Assistant will be responsible for the following duties: 1. Provides administrative and personal assistance to the Office of the Deputy Secretary-General: • Maintains the calendar and processes appointment requests; organizes travel arrangements and prepares other administrative requests/documents for the staff of the Office of the DSG. • Ensures availability of background materials for the Special Adviser and senior staff attending meetings; organizes and maintains office database and archives. • Provides administrative and logistic support 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 Special Assistant. • Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications. 2. Collaborates with and, as needed, backstops, other Staff Assistants in the Office of the Deputy Secretary-General; Work on correspondence in the Office of the DSG: • Drafts, edits, proofread and prepare official communications, for signatures of EOSG senior officials. • Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Office, 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 3. Backstops the ODSG logistical focal point in the preparation of the Deputy Secretary-General’s travel: • Supports the Trip Coordinator with logistics arrangements for DSG’s travel – liaises with UN Travel and Visa Office, DSS, Executive Office of the EOSG and other relevant UN Offices and Departments, as well as the UNCT, UN Office or partner in the country/city of the visit, and organizers of the event, as relevant, to confirm itinerary and security assignment and coordinate the logistics of the trip; • Drafts, processes for signature by the Head of Office and dispatches memorandums, letters, notes verbales and other trip-related correspondence to relevant Permanent Missions and UN Offices and Departments, as per established EOSG practices and protocols; follows up as necessary. • Prepares visa applications and other relevant forms for the DSG and Front Office Trip Captain; • Takes the necessary steps to complete registration for the DSG and TC’s participation in a summit or conference where accreditation is required. • Develops structure of a trip book, prepares a paper copy for the DSG and Front Office Trip Captain travelling with the DSG. • Maintains trip files (both electronic and paper). • Performs other assignments pertaining to the trip, as required. • Performs the above actions under minimal supervision and report the result to the trip captain.
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. 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 AND 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.
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of seven years of experience in general office support, administrative services, or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience providing assistance to senior officials is required. Experience in drafting and proof-reading of official communications/documents is required.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
This job has expired.