Staff assistant

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United Nations
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November 02

Responsibilities

Under the supervision of the Team leader of the Contract Management and Quality Assurance Sub-Unit of the Procurement and Contracts Unit, the incumbent is responsible for the following duties:

  • Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance related to contracts management function.
  • Maintains liaison with clients and with senior officials in other units regarding on-going cases and other administrative matters; monitors processes and schedules related outputs, products, tasks, etc.
  • Ensures smooth and efficient communication and information flow; 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, meetings, briefs, speeches, etc.
  • 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 database.
  • 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, prepares and delivers presentation materials using appropriate technology/software.
  • Maintains contract implementation calendars/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
  • Drafts, finalizes TOR for projects, follows up with the relevant stakeholders its implementation, associated trainings and maintenance.
  • 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 (both paper and electronic) and databases for the work unit.
  • Performs other duties as assigned.

Competencies

  •  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.
  • 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.
  • CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies ·clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client

Education

High school diploma or equivalent.

Work Experience

At least 5 years of experience in general office support or related area.

Experience in the UN common system is desirable.

Experience with an ERP system, such as SAP, is desirable.

Experience in contract management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required and knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Skill & Language
general office support
UN common system
1 - 3 years
Negotiable
1 candidate
December 04
Full Time
Senior Mgmt.
Geneva, Geneva
United Nations4 jobs · Geneva, Geneva
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