This position is located in the Registry of the United Nations Dispute Tribunal (UNDT) in Geneva. The Registry is part of the independent Office of Administration of Justice (OAJ) and supports the UNDT at the UNDT seat in Geneva. The incumbent will report to the Registrar in Geneva as the First Reporting Officer and to the Principal Registrar as the Second Reporting Officer. The UNDT is the first instance tribunal of the internal justice system and hears and decides cases filed by or on behalf of current and former staff members appealing administrative decisions. The UNDT conducts hearings, issues orders, and renders binding judgments.
Within the limits of the delegated authority, the Staff Assistant may be responsible for the following duties:
- Performs, under minimal supervision, the full range of office management and administrative support functions in the Registry.
- Maintains liaison with the Executive Office and with officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit's outputs, products, tasks, etc.
- Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Researches, compiles and summarizes background materials for use in preparation of reports.
- Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required.
- Attends meetings, prepares minutes, monitors follow-up activities.
- Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
- Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
- Assists in the preparation of presentation materials using appropriate technology/software.
- May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
- Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
- Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
- Maintains files and databases for work unit.
- Performs other duties as assigned.
- PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent is required.
A minimum of 5 years of progressively experience in general office support or related area is required
Three (3) years of experience with an international or domestic for-profit or not-for profit organization is desirable.
Experience in legal/paralegal work is desirable.
Experience using Umoja or another ERP system is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable and working knowledge of another official United Nations language is desirable.