STAFF ASSISTANT

Organizational Context

The United Nations Human Settlements Programme (UN-Habitat) promotes sustainable towns and cities and is the UN system's focal point for urbanization matters. The New York Office supports inter-governmental processes, inter-agency affairs, and outreach, representing UN-Habitat at UN Headquarters and fostering partnerships with various stakeholders. This role is crucial for enhancing UN-Habitat's image and operational effectiveness.

Job Purpose

This role provides direct administrative and office management support to the Director of the UN-Habitat New York Office and other staff, ensuring efficient operations. The incumbent manages schedules, correspondence, confidential information, and databases, and supports the preparation of reports and presentations. Key functions include coordinating meetings, organizing official missions, and acting as an IT and Security Liaison. The position is vital for maintaining smooth information flow, facilitating communication with diverse stakeholders, and supporting the office's advocacy and partnership-building efforts in line with UN-Habitat's mandate.

Responsibilities

Manage and administer office operations, providing direct support to the Director and other staff. Coordinate and maintain meeting schedules, ensuring effective communication of changes. Process and manage confidential information, contributing to the development of administrative systems and procedures. Maintain organized paper and electronic files and databases. Draft responses to correspondence and complex inquiries, proofread and edit documents for quality control. Research and compile background materials for reports and briefings. Organize and update partner contact lists. Coordinate logistics for official missions, meetings, conferences, and events, including travel, reservations, and liaison with relevant parties. Serve as the IT Focal Point for basic troubleshooting and coordinate with the Helpdesk. Act as a Security Liaison Officer for specific systems. Manage and update internal databases, generating reports and assisting with presentation materials. Orient new staff and provide general assistance to office support staff. Attend meetings, prepare minutes, and monitor follow-up actions. Maintain equipment inventory. Assist with data collection, analysis, and preparation of presentations. Update information materials like web pages or brochures. Perform other related administrative duties as assigned.

Work Experience

A minimum of five years of progressive administrative experience is required, reduced to three years with a first-level university degree. Three years of experience facilitating meetings with Member States, senior management, and stakeholders is necessary. Three years of experience with ERP systems (e.g., Umoja) and Microsoft Office Applications is required. Experience with UN or similar international organization rules and regulations is desirable. Experience in data analytics is also desirable.

Skills

Professionalism, Communication, Planning & Organizing, Database Management, Data Analysis, IT Troubleshooting, Administrative Support, Meeting Coordination, Event Logistics, Document Preparation, Interpersonal Skills, Confidentiality, Discretion, Judgment.

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