SENIOR STAFF ASSISTANT

Organizational Context

The Department of Safety and Security (UNDSS) globally leads, supports, and oversees the UN security management system. UNDSS is a global leader in security risk management, enabling UN programs in challenging environments. The role is within the Office of the Director of Field Operations, reporting to the Deputy Director and Director.

Job Purpose

The Senior Staff Assistant provides crucial administrative and substantive support to the Deputy Director and Director within the Department of Safety and Security (UNDSS). This role is vital for managing priorities, workflows, and ensuring timely execution of management directives. The incumbent will analyze complex data, develop reports and visualizations, and serve as a key communication link between leadership and senior staff. This position contributes to the effective functioning of the division by managing schedules, handling inquiries, and supporting high-level meetings and presentations, ultimately aiding the UN's mission in delivering programs safely and effectively worldwide.

Responsibilities

The Senior Staff Assistant supports the overall administration and workflow management for the Deputy Director and Director. Key duties include compiling and analyzing complex data, developing data models, dashboards, and analytical reports using business intelligence tools. The role acts as a primary communication liaison, conveying directives and updates, and managing sensitive information. Responsibilities also encompass managing schedules, prioritizing tasks, and serving as a point of contact for senior officials. The incumbent will screen correspondence, conduct research for reports and briefings, and handle complex information requests. Additionally, the role involves improving administrative procedures, overseeing office support staff, organizing meetings and conferences, processing confidential information, and managing various administrative processes like travel and requisitions. Quality control of outgoing documents and database management are also key functions.

Work Experience

A minimum of seven years of general office management and administration experience is required, reduced to five years with a first-level university degree. Experience in calendar management, organizing meetings/conferences, data collection/analysis/visualization, and advanced use of Microsoft 365 (SharePoint, Power BI, Excel, PowerPoint) is mandatory. One year of experience with Python or similar programming/statistical software and ERP systems for travel processing is also required. Experience with senior officials in international organizations is desirable.

Skills

Professionalism, Teamwork, Planning and Organizing, Data Management, Data Analysis, Data Visualization, Communication, Administrative Support, Interpersonal Skills, Time Management, Problem-Solving, Attention to Detail.

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