STAFF ASSISTANT

Organizational Context

The Economic and Social Commission for Asia and the Pacific (ESCAP) promotes sustainable and inclusive development and regional connectivity in Asia and the Pacific. As a UN regional development arm, ESCAP provides policy research, analysis, and capacity-building assistance. This Staff Assistant role is situated within the Office of the Chief of the Conference and General Services Section, Division of Administration, reporting to the Senior Administrative Assistant.

Job Purpose

The Staff Assistant provides comprehensive office management and administrative support to the Conference and General Services Section (CGSS), directly assisting a senior officer. This role is crucial for ensuring the smooth and efficient operation of the section by managing information flow, preparing documents, and coordinating activities. The incumbent will liaise with other units, monitor processes, and assist in developing administrative systems. Key contributions include supporting service-wide activities, orienting new staff, preparing meeting minutes, handling correspondence, managing databases and websites, and ensuring quality control of documents. The position also involves responding to information requests, preparing presentation materials, providing protocol support, managing schedules, and performing various administrative duties to facilitate the section's objectives and support UN senior officials and member state dignitaries.

Responsibilities

The Staff Assistant performs a wide range of office management and administrative support functions for the Conference and General Services Section, reporting to the Senior Administrative Assistant. Key duties include maintaining liaison with the Executive Office and other units on administrative matters, monitoring section outputs and schedules, and ensuring efficient information flow. The role involves preparing and processing confidential information, assisting in the development of administrative systems, and coordinating service-wide activities, special projects, and events. The incumbent will orient new staff, provide general assistance to office support staff, and may coordinate support for commission sessions. Responsibilities also include attending meetings, preparing minutes, and monitoring follow-up actions. Drafting responses to correspondence, producing complex documents, managing and updating databases, and maintaining websites are essential. Quality control of outgoing documents, proofreading, editing, and responding to complex information requests are also required. The role includes assisting with presentation materials, providing protocol support to UN officials and dignitaries, maintaining calendars, and performing diverse administrative tasks such as leave recording, meeting organization, reservations, and processing administrative requests like travel and expense claims. Maintaining electronic files and assisting with data collection, analysis, and reporting are also part of the duties.

Work Experience

A minimum of five years of progressively responsible experience in administrative services, finance, human resources, or general office support is required (three years if holding a first-level university degree). Extensive experience with MS Office (Word, Excel, PowerPoint) is mandatory. Experience in protocol services and with ERP systems is desirable.

Skills

Professionalism, Communication, Planning & Organizing, Data analysis and modeling, MS Office proficiency, Protocol support, Database management, Document production and quality control, Administrative procedures.

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