STAFF ASSISTANT

Organizational Context

The Staff Assistant position is based in Amman, Jordan, within the Office of the Special Envoy of the Secretary General for Yemen (OSESGY). The role reports to the Administrative Officer in the Office of the Chief of Mission Support, contributing to the administrative and operational functions of this specialized UN office.

Job Purpose

The Staff Assistant provides essential administrative and substantive support to the Office of the Special Envoy of the Secretary General for Yemen (OSESGY). This role is crucial for managing priorities, workflow, and diverse activities to ensure efficient operations and timely delivery of management directives. The incumbent acts as a key communication link, handles complex information requests, drafts correspondence, and assists in improving administrative procedures. Additionally, the role supports the organization of meetings, manages confidential information, processes various administrative tasks, and provides specific protocol support related to host-country interactions, ensuring the smooth functioning of the office and supporting its mission objectives.

Responsibilities

The Staff Assistant is responsible for comprehensive administrative support, including managing workflow, priorities, and diverse activities to ensure timely execution of directives. Key duties involve acting as a communication liaison between the supervisor and senior staff, conveying information, and escalating urgent matters. The role includes screening and prioritizing correspondence, compiling background documents, and following up on action items. The Staff Assistant handles complex information requests, drafts responses, and assists in improving administrative systems and filing. They also oversee junior staff, organize meetings and official functions, and manage confidential information. A significant part of the role involves processing administrative tasks such as travel arrangements, visa applications, and expense statements, while also ensuring quality control of outgoing documents and proofreading. Specific support is provided for protocol matters involving the Government of Jordan, including visa and residency permit processing for OSESGY personnel.

Work Experience

A minimum of five years of progressively responsible experience in general office support or administrative services is required. This is reduced to three years for candidates with a first-level university degree. Experience with an enterprise resource planning system (e.g., Umoja/SAP) for processing official travel is mandatory. Desirable experience includes supporting senior officials, protocol processes, and committee secretariats within international organizations.

Skills

Professionalism, Communication, Client Orientation, administrative support, workflow management, time management, scheduling, correspondence handling, information management, document preparation, proofreading, meeting organization, protocol support, visa processing, ERP system usage.

Explore related opportunities