SENIOR STAFF ASSISTANT

Organizational Context

The Department of Safety and Security (UNDSS) provides global leadership, operational support, and oversight for the UN security management system. It enables the safe and effective delivery of UN programs in challenging environments. This role is situated within the Office of the Director of Field Operations, reporting to the Deputy Director and Director.

Job Purpose

The Senior Staff Assistant provides crucial administrative and substantive support to the Deputy Director and Director of Field Operations within UNDSS. This role is instrumental in managing priorities, workflows, and diverse activities to ensure timely execution of management directives. The incumbent will analyze complex data, develop reports and visualizations, and serve as a key communication link between management and senior staff. This position contributes to the effective functioning of the division by ensuring smooth operations, efficient information flow, and supporting decision-making processes, ultimately aiding in the UN's mission to deliver programs safely and effectively worldwide.

Responsibilities

The Senior Staff Assistant will support the overall administration of the division, managing priorities and workflow for senior management. Key duties include compiling and analyzing complex data, developing data models, dashboards, and analytical reports using business intelligence tools. The role involves serving as a primary communication link, managing schedules, and acting as a liaison with internal and external senior officials. Responsibilities also include screening correspondence, researching background materials, handling information requests, and supporting management in presentations. The incumbent will improve administrative procedures, oversee office support staff, organize meetings and conferences, manage confidential information, and handle various administrative processes such as travel and requisitions. Quality control of outgoing documents and database management are also key functions.

Work Experience

A minimum of seven years of general office management and administration experience is required (five years with a university degree). Required experience includes managing calendars, organizing meetings/conferences, data collection/analysis/visualization, advanced use of Microsoft 365 (SharePoint, Power BI, Excel, PowerPoint), and ERP systems for travel. One year of experience with Python or similar programming/statistical software is also required. Experience with senior officials in international organizations is desirable.

Skills

Professionalism, Teamwork, Planning and Organizing, Data Management, Data Analysis, Data Visualization, Communication, Administrative Support, Microsoft 365 proficiency (SharePoint, Power BI, Excel, PowerPoint), Python/statistical software, Interpersonal skills, Stress management, Gender equality commitment.

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