Staff Council Assistant
Organizational Context
The Staff Council Assistant role supports the UN Secretariat's Economic Commission for Latin America and the Caribbean (ECLAC) in Santiago. This position provides crucial administrative, logistical, and organizational support to the Staff Council, ensuring its effective functioning and continuity. The role is integral to facilitating meetings, managing communications, and maintaining essential records.
Job Purpose
The primary purpose of the Staff Council Assistant is to deliver comprehensive administrative, logistical, and organizational support to the Staff Council with a high degree of accuracy, discretion, and professionalism. This role is essential for the smooth operation of the Staff Council, contributing to its institutional effectiveness. Key contributions include ensuring well-organized meetings and activities, accurate handling of all documentation and correspondence, diligent follow-up on action items, and responsive support to staff queries. The assistant will maintain vital records and communication channels, directly impacting the Council's ability to serve staff effectively and maintain continuity in its operations.
Responsibilities
The Staff Council Assistant performs a wide range of administrative and office support functions for the Staff Council. Key duties include preparing, drafting, formatting, and proofreading correspondence, minutes, reports, and presentations. The role involves organizing and coordinating Staff Council meetings, assemblies, and outreach activities, including scheduling and managing documentation. Responsibilities also encompass monitoring and following up on pending actions, deadlines, and deliverables. The assistant will maintain calendars, schedules, and work plans, and research/compile information for various Council activities. Additionally, the role involves maintaining records, files, databases, and contact lists, and providing administrative support for staff surveys and consultations. The assistant will also handle routine queries, support communication dissemination, and assist with updating information materials and platforms.
Work Experience
Experience in general office support or a related area is required. One year or more of experience in data analytics or a related field is considered desirable. The role requires the ability to effectively deliver administrative, logistical, and organizational support functions.
Skills
Administrative support, Logistical support, Organizational support, Accuracy, Discretion, Professionalism, Correspondence handling, Minute preparation, Report writing, Communication materials preparation, Follow-up on actions and deadlines, File and record maintenance, Data entry, Data extraction, Basic data analysis, Event coordination, Scheduling, Information research and compilation, Database management, Proficiency in office software.