STAFF ASSISTANT

Organizational Context

The Economic Commission for Latin America and the Caribbean (ECLAC), a regional commission of the United Nations, contributes to the economic and social development of the region. This Staff Assistant position is within the Office of the Secretary of the Commission, supporting its mission and the Subprogramme for Regional Integration and Cooperation.

Job Purpose

The Staff Assistant will provide comprehensive office management and administrative support to the Office of the Secretary of the Commission, reporting to the Secretary or a senior designate. This role is crucial for the efficient functioning of the office and the implementation of the Subprogramme on Regional Integration and Cooperation. The incumbent will manage information flow, prepare documentation, coordinate activities, and handle various administrative tasks to ensure smooth operations and support senior officials in their programmatic duties. The position contributes to the overall mission of ECLAC by facilitating effective policy development, advisory services, and cooperation activities within the region.

Responsibilities

Perform full range of office management and administrative support functions, directly assisting a senior officer. Maintain liaison with the Executive Office and other units on programs and administrative matters. Monitor processes and schedules for unit outputs. Ensure efficient information flow, handle confidential information, and assist in developing administrative systems. Research and compile background materials for reports and briefs. Coordinate service-wide activities, special projects, and events. Orient new staff and provide general assistance to office support staff. Attend meetings, prepare minutes, and monitor follow-up actions. Draft responses to correspondence and produce complex documents. Manage and update databases, generate reports, and maintain website information. Perform quality control on outgoing documents, proofread, and edit texts. Respond to complex information requests and prepare responses for invitations to conferences and seminars. Assist in preparing presentation materials. Maintain and monitor calendars and schedules. Perform administrative duties such as leave recording, meeting organization, reservations, and procurement. Arrange travel for participants, process expense claims, and manage visa applications. Maintain physical and electronic files and databases. Assist with data collection, analysis, and preparation of presentations and reports. Support visualizations and update information materials.

Work Experience

A minimum of five years of experience in general office support or administrative services is required. This requirement is reduced to three years for candidates with a university degree. Experience with intergovernmental meetings is mandatory. Experience in organizing high-level events and data analytics is desirable.

Skills

Professionalism, Communication, Teamwork, Data analysis, Office management, Administrative support, Interpersonal skills, Information management, Document production, Event coordination.

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