Staff Assistant

Organizational Context

This position is within the Front Office of the Special Representative of the Secretary-General for Children and Armed Conflict (OSRSG-CAAC). The office's mandate stems from UN General Assembly and Security Council resolutions concerning children and armed conflict. The incumbent reports directly to the Under-Secretary-General (USG) of OSRSG-CAAC.

Job Purpose

The Staff Assistant provides essential administrative and substantive support to the Under-Secretary-General (USG) for Children and Armed Conflict and the broader OSRSG-CAAC office. This role is crucial for managing priorities, workflow, and ensuring the timely execution of management directives. The incumbent acts as a key communications link, manages the USG's schedule, handles complex information requests, and supports high-level meetings and presentations. They are responsible for maintaining efficient administrative systems, handling confidential information, and ensuring the smooth operation of the office.

Responsibilities

The Staff Assistant provides comprehensive administrative and substantive support to the USG and the OSRSG-CAAC office, managing priorities and workflow. Key duties include coordinating diverse activities, analyzing data, and presenting findings. The role involves serving as a primary communications link, conveying directives, and escalating urgent matters. Responsibilities also include managing the USG's time and schedule, acting as a liaison with senior officials, screening correspondence, and preparing background materials for reports and speeches. The incumbent handles complex information requests, supports presentations, improves administrative procedures, manages confidential information, and processes various administrative tasks such as travel and requisitions. Quality control of outgoing documents, proofreading, and database management are also integral.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This requirement is reduced to five years for candidates with a first-level university degree. Experience with email applications (e.g., Outlook), Microsoft Word, and Excel is mandatory. Experience in data analytics, working in a high-level official's front office, with UN system entities, ERP systems, or talent management platforms is desirable.

Skills

Professionalism, Planning and Organizing, Client Orientation, administrative policies and procedures, data research and analysis, discretion with confidential matters, time management, communication, liaison, correspondence screening, document preparation, database management, Microsoft Office Suite.

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