Staff Assistant
Organizational Context
This Staff Assistant position is within the Northern Africa Division of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO). The Division monitors developments in its purview countries, recommending actions for challenges and threats. The role supports a Senior Political Affairs Officer/Team Leader within this regional political-operational structure.
Job Purpose
The Staff Assistant provides comprehensive administrative and office management support to the Northern Africa Division team, operating under the supervision of a Senior Political Affairs Officer/Team Leader. This role is crucial for ensuring the smooth and efficient functioning of the division by managing administrative processes, coordinating schedules, facilitating information flow, and preparing necessary documentation. The position contributes to the division's ability to monitor political developments, report on them, and recommend actions by ensuring that administrative tasks are handled effectively, allowing the team to focus on their core mandate. The role also involves supporting communication with field missions and assisting in the preparation of materials for reports and meetings.
Responsibilities
The Staff Assistant performs a wide range of office management and administrative support functions, including coordinating leave plans, organizing meetings, managing reservations, and ordering supplies. They prepare and process administrative requests and documents such as travel requests, expense claims, and visa applications. The role involves monitoring team processes and schedules, ensuring efficient information flow within and outside the division, and supporting communication with field missions. Responsibilities include researching and compiling background materials, preparing and processing travel arrangements, orienting new staff, and attending meetings to prepare minutes and monitor follow-up activities. The Staff Assistant also drafts responses to correspondence, handles information requests, assists in preparing presentation materials, and provides specialized support such as technology assistance, editing, and desktop publishing. They coordinate with service units, maintain files, and act as a backup for other assistants, contributing to the division's overall effectiveness.
Work Experience
A minimum of five years of general office support experience is required. This requirement is reduced to three years for candidates with a first-level university degree or higher. Experience with UN systems (UMOJA, Unite Docs), international organizations, or field operations is desirable.
Skills
Proficiency in administrative functions (budget, HR, database management), UN rules and regulations, and ERP systems. Strong teamwork and collaboration skills. Excellent planning and organizing abilities, including prioritization, time management, and risk assessment.