Staff Assistant
Organizational Context
The Conventional Arms Branch of the Office for Disarmament Affairs (ODA) supports the UN's role in preventing conventional arms proliferation. This involves assisting UN meetings, promoting treaty implementation, and maintaining transparency instruments. The Staff Assistant role is situated within this branch and reports to the Chief of the Branch.
Job Purpose
The Staff Assistant provides comprehensive office management and administrative support, primarily assisting a senior officer or manager within the Conventional Arms Branch. This role is crucial for ensuring the smooth and efficient operation of the branch by managing information flow, preparing documentation, and coordinating activities. The incumbent will support meetings, process confidential information, assist in developing administrative systems, and contribute to outreach efforts. Responsibilities include responding to correspondence, managing databases, updating websites, and preparing presentation materials, all while maintaining high standards of accuracy and professionalism to support the branch's mandate in preventing conventional arms proliferation.
Responsibilities
The Staff Assistant performs a full range of office management and administrative support functions, directly assisting a senior officer or branch chief. Key duties include maintaining liaison with other offices, monitoring program processes and schedules, and ensuring efficient information flow. The role involves preparing and processing confidential information, assisting in the development of administrative systems, and researching background materials for reports and briefs. Coordination of service-wide activities, special projects, and events is also required. The Staff Assistant will orient new staff, prepare meeting minutes, and manage correspondence, producing complex documents and reports. Additional responsibilities include managing and updating databases, maintaining websites, performing quality control on documents, responding to information requests, and preparing presentation materials. Administrative duties encompass leave recording, meeting organization, supply orders, and processing administrative requests like travel and payments, alongside maintaining files and assisting with data analysis and visualization.
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 ERP systems (e.g., Umoja, SAP) is mandatory. One or more years of experience in data analytics is desirable.
Skills
Professionalism, Communication, Planning and Organizing, Data analysis, Modelling, Interpretation, Office management, Administrative support, Information flow management, Document preparation, Database management, Website updates, Quality control, Information request response, Presentation material preparation, Administrative task execution.