STAFF ASSISTANT (TEMPORARY JOB OPENING)

Organizational Context

The Independent Investigative Mechanism for Afghanistan (IIMA), established by Human Rights Council Resolution 60/2, is mandated to collect, preserve, and analyze evidence of international crimes in Afghanistan. This role is situated within the Executive Office of the IIMA, currently based in Vienna, and operates under the supervision of the Head and Senior Legal Officer.

Job Purpose

The Staff Assistant provides crucial administrative and substantive support to the Head, Deputy Head, and the Executive Office of the IIMA. This role is essential for managing priorities, workflows, and ensuring timely delivery of management directives. The incumbent will act as a key communication link, manage scheduling and representational duties, screen and prioritize correspondence, and handle complex information requests. Additionally, the Staff Assistant will be responsible for improving administrative procedures, organizing meetings and events, preparing and processing confidential information, and managing various administrative processes like travel and requisitions. This position directly contributes to the efficient operation of the mechanism tasked with preparing case files for criminal proceedings related to international crimes in Afghanistan.

Responsibilities

The Staff Assistant will provide comprehensive administrative and substantive support to the IIMA's Executive Office, managing priorities and workflow for senior leadership. Key duties include coordinating diverse activities, analyzing data, and presenting findings. The role involves serving as a primary communication link, conveying directives, and escalating urgent matters. Responsibilities extend to managing schedules, prioritizing tasks, and resolving conflicts. The incumbent will also undertake representational duties, act as a liaison, screen correspondence, and compile background materials for reports and briefs. This position requires independently handling information requests, drafting responses, and improving administrative systems, including filing. Organizing meetings, preparing confidential information, and managing administrative processes such as travel, leave records, and requisitions are also core functions. Quality control of outgoing documents, proofreading, editing, and producing complex documents using standard software are expected. Furthermore, the role includes managing databases, updating websites, and generating reports.

Work Experience

A minimum of seven years of general office support experience is required. Three years of experience within the United Nations or similar organizations is desirable. Experience with ERP tools like Umoja and Inspira, and prior experience as a Personal Assistant or in a front office role supporting senior officials within the UN or similar organizations are also desirable.

Skills

Professionalism, communication, planning and organizing, data analysis, administrative functions (budget, HR, database management), knowledge of administrative/financial/HR regulations, time management, prioritization, representational duties, information management, document preparation and editing, database management, website updates.

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