STAFF ASSISTANT

Organizational Context

The Economic Commission for Latin America and the Caribbean (ECLAC) is a regional commission of the United Nations dedicated to contributing to the economic and social development of Latin America and the Caribbean. Located in Santiago, Chile, the General Services Unit supports the commission's operations. This Staff Assistant role supports the Building Management & Maintenance Unit.

Job Purpose

The Staff Assistant provides comprehensive office management and administrative support, primarily assisting a senior officer or manager within the General Services Unit. This role is crucial for ensuring the smooth and efficient operation of the unit by managing information flow, preparing documentation, and coordinating activities. The position involves liaising with other departments, maintaining administrative systems, and supporting the preparation of reports and presentations. Additionally, the Staff Assistant will orient new staff, handle correspondence, manage databases, and perform various administrative duties to facilitate the unit's objectives and contribute to the overall mission of ECLAC.

Responsibilities

The Staff Assistant performs a wide range of office management and administrative support functions, directly assisting senior management. Key duties include managing information flow, preparing and processing confidential information, and contributing to the development of administrative systems. The role involves researching and compiling background materials for reports and briefs, and coordinating service-wide activities, special projects, and events. Responsibilities also include orienting new staff, handling correspondence, producing complex documents, managing and updating databases, and performing quality control on outgoing documents. The Staff Assistant will respond to information requests, assist with presentation materials, maintain calendars, and perform various administrative tasks such as leave recording, meeting organization, and processing administrative requests like travel and expense claims. Maintaining files and databases, and assisting with data collection, analysis, and reporting are also core functions.

Work Experience

A minimum of five years of general office support experience is required. This can be reduced to three years with a university degree. Two years of experience in budget information collection and analysis is mandatory. Experience in contract administration for outsourced services and data analytics is desirable.

Skills

Professionalism, Planning and Organizing, Accountability, Office Management, Administrative Support, Data Analysis, Report Preparation, Communication, Database Management, Document Production, Meeting Coordination.

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