STAFF ASSISTANT

Organizational Context

This position is within the Middle East Division of the Departments of Political and Peacebuilding Affairs and Peace Operations. The incumbent reports to the Personal Envoy for the Middle East conflict and has a secondary reporting line to a Senior Political Affairs Officer/Team Leader. This is a temporary role, subject to extension based on office needs and funding.

Job Purpose

The Staff Assistant provides comprehensive office management and administrative support for the Personal Envoy for the Middle East conflict and the Iran/Iraq Team within the DPPA-DPO Middle East Division. This includes managing calendars, scheduling meetings, coordinating travel, and liaising with the Executive Office and senior officials on administrative and budgetary matters. The role ensures efficient information flow, prepares confidential information, assists in developing administrative systems, and supports the preparation of presentations and reports. The Staff Assistant also handles correspondence, maintains databases and files, and performs various administrative duties to support the unit's operations and decision-making processes.

Responsibilities

Manage calendars, schedule meetings, and coordinate travel for the Personal Envoy and supporting staff. Provide administrative and management support to the Iran/Iraq Team. Liaise with the DPPA-DPO Executive Office and senior officials on administrative and budgetary issues. Ensure efficient information flow, handle confidential information, and assist in developing office administrative systems. Attend meetings, prepare minutes, and monitor follow-up activities. Draft responses to correspondence and produce complex documents and reports. Manage and update internal databases, update the website, and generate statistical reports. Assist in preparing presentation materials. Provide specialized support such as technology assistance, editing, or desktop publishing. Maintain schedules, monitor changes, and communicate relevant information. Perform administrative duties including leave recording, meeting organization, reservations, and supply orders. Process administrative requests and documents like travel requests and expense claims. Maintain physical and electronic files and databases. Assist in data collection, analysis, and report preparation for information sharing and decision-making. Support the creation of visualizations and update information materials.

Work Experience

A minimum of five years of progressively responsible experience in general office support or a related area is required. This is reduced to three years for candidates with a first-level university degree or higher. Experience with the United Nations or a similar international organization is required, along with experience in using integrated information management systems, record keeping, handling confidential correspondence, and organizing official travel. Experience with complex administrative arrangements for senior officials or high-level meetings is desirable.

Skills

Professionalism, conscientiousness, efficiency, persistence, calm under stress, commitment to gender equality, effective communication (speaking, writing, listening), client orientation, partnership building, problem-solving, and adaptability.

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