Staff Assistant
Organizational Context
This position is within the Office of Administration of Justice (OAJ), specifically the Registry of the United Nations Appeals Tribunal (UNAT) in New York. The OAJ is an independent office responsible for coordinating the UN's internal justice system, headed by an Executive Director. The role reports to the UNAT Registrar and is under the overall supervision of the Principal Registrar.
Job Purpose
The Staff Assistant provides comprehensive administrative and office management support to the United Nations Appeals Tribunal (UNAT) Registry in New York. This role is crucial for ensuring the smooth and efficient operation of the tribunal's administrative functions. Key responsibilities include assisting UNAT Judges with travel arrangements and expense processing, managing correspondence, and maintaining liaison with other offices. The position also involves preparing and formatting official documents, coordinating meetings and events, and maintaining databases and files. The Staff Assistant plays a vital role in supporting the tribunal's judicial processes and administrative workflow, contributing to the effective functioning of the UN's internal justice system.
Responsibilities
Performs full office management and administrative support functions, directly assisting senior officers. Manages travel arrangements for UNAT Judges, including authorizations and expense reports. Liaises with other offices and clients on ongoing programs and administrative matters, monitoring unit outputs and schedules. Ensures efficient workflow, handles confidential information, and assists in developing administrative systems. Proofreads and formats official documents like Judgments and Orders, and creates electronic case binders. Assists in coordinating service-wide activities, special projects, and events. Attends meetings, prepares minutes, and monitors follow-up actions. Drafts responses to correspondence and produces complex documents. Updates internal databases and websites, performing quality control on outgoing documents. Responds to complex information requests and assists with presentation material preparation. Maintains calendars, monitors changes, and communicates relevant information. Performs various administrative duties such as leave recording, meeting organization, and processing administrative requests. Maintains physical and electronic files and databases.
Work Experience
A minimum of five years of experience in administrative, legal support, conference servicing, or general office support is required. This minimum is reduced to three years for candidates with a first-level university degree or higher. Proficiency in Microsoft Word, Excel, and MS Teams/SharePoint is required. Experience with Adobe Pro and ERP systems for travel administration is desirable.
Skills
Professionalism, Planning and Organization, Communication, Knowledge of administrative policies and procedures, Technology proficiency (MS Office, Adobe Pro, ERP systems), Collaboration, Commitment to gender equality.