STAFF ASSISTANT

Organizational Context

This position is situated within the Office of the Under-Secretary-General in the Department of Political and Peacebuilding Affairs. The Staff Assistant will report directly to the Chief of Office, providing essential administrative and substantive support to the department's leadership and operational workflow.

Job Purpose

The Staff Assistant plays a crucial role in supporting the Office of the Under-Secretary-General by ensuring the efficient administration and smooth operation of the department. This involves managing priorities, workflows, and diverse activities to facilitate the timely execution of management directives and delivery of products. The role is key in managing correspondence, human resources matters, and senior appointments, acting as a primary liaison for the manager. Effective scheduling, information management, and supervision of support staff are vital to maintaining the office's productivity and supporting the Under-Secretary-General's objectives.

Responsibilities

The Staff Assistant is responsible for comprehensive administrative and substantive support, including managing priorities and workflow for the manager and the work unit. Duties involve coordinating diverse activities to ensure timely delivery of products and execution of directives. This includes managing incoming and outgoing correspondence and code cables, assisting with human resources and senior appointments, and handling scheduling and time management on behalf of the manager. The role requires serving as a primary point of contact and liaison, screening and prioritizing correspondence, and compiling background information. Additionally, the Staff Assistant will independently handle complex information requests, draft responses, oversee and train office support staff, prepare and classify confidential information, and supervise outgoing documents for quality control. Proficiency in word processing, database management, and website updates is also required.

Work Experience

A minimum of 7 years of progressively responsible experience in general office support or a related area is required. Experience with integrated information management systems (e.g., Inspira, Umoja) and handling confidential correspondence is mandatory. Experience in a front office supporting senior officials and in human resources matters is desirable. This requirement is reduced to 5 years for candidates with a first-level university degree or higher.

Skills

Professionalism, Teamwork, Planning and Organizing, administrative policies and procedures, information management systems, handling confidential correspondence, communication, time management, scheduling, database management, website updates.

Explore related opportunities