Org. Setting and Reporting
This position is located in the Department for General Assembly and Conference Management (DGACM) in New York, in the Office of the President of the General Assembly (OPGA). The incumbent reports to the Head of Administration in OPGA.
Responsibilities
Within limits of delegated authority, the Senior Staff Assistant is responsible for the following duties: • Assists in the overall administration of the Office of the President of the General Assembly, i.e. provides substantive and administrative support in managing priorities and work flow of the PGA, CdC and of the Office; coordinates and monitors 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. • Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by manager. • Assists in the induction of President of the General Assembly, Chef de Cabinet and Cabinet Members upon assumption of duties. • Serves as a communications link between the PGA, CdC and senior staff; on behalf of the PGA, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager. • Takes full responsibility for time management and scheduling For the PGA with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the PGA’s and CdC’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems. • Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). • Prepares, processes and classifies confidential information. • Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Uses standard word processing package to produce a wide variety of large, complex documents and reports. • 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. • Performs other duties as assigned.
Competencies
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. 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. 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.
Work Experience
A minimum of five years of experience in general office support, administration or related area is required. A minimum of two years of experience within the United Nations or similar international organization is required. Experience using enterprise resource planning information systems such as Umoja or similar tools in the United Nations or similar international organization is desirable. Experience in providing support to senior officials is desirable. Experience in supporting travel is desirable.