Administrative Assistant
Organizational Context
The International Seabed Authority (ISA), based in Kingston, Jamaica, is an intergovernmental organization established under UNCLOS. It organizes and controls activities in the international seabed area, particularly concerning the administration of its resources, as defined by UNCLOS and the 1994 Agreement.
Job Purpose
The Administrative Assistant provides essential day-to-day administrative and organizational support to the Executive Office of the Secretary-General at the International Seabed Authority. This role is crucial for ensuring the smooth functioning of the front office, managing correspondence, maintaining records, and supporting high-level protocol and liaison activities. The position requires meticulous attention to detail in handling sensitive information, coordinating meetings, and preparing documentation for senior officials and external stakeholders, thereby contributing to the efficient operation of the Executive Office and the ISA's overall mandate.
Responsibilities
Provide comprehensive administrative and organizational support to the Executive Office of the Secretary-General, ensuring smooth front-office operations, including appointment and meeting coordination, visitor management, and maintaining a professional environment. Manage incoming and outgoing correspondence, ensuring accurate formatting, proofreading, processing, and timely routing according to institutional standards, while maintaining effective tracking systems. Establish and maintain a secure and efficient filing and records management system, both electronic and physical, ensuring clear categorization, indexing, and retrievability of documents. Offer administrative support for official visits, protocol arrangements, and liaison activities with Member States and other high-level interlocutors. Assist with administrative and logistical arrangements for official missions, including preparation of mission files, itineraries, and post-mission follow-up.
Work Experience
A minimum of seven years of progressive experience in administrative support, office administration, or executive office support is required. This is reduced to five years for candidates with a university degree. Experience supporting senior officials, managing correspondence, and records management is essential. Experience in an international organization and supporting official missions is desirable.
Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Strong organizational and planning abilities. Excellent teamwork and communication skills. Ability to handle confidential and sensitive information with discretion. Knowledge of UN administrative, financial, and human resources rules is beneficial.