ADMINISTRATIVE ASSISTANT


Contacts:

The position is located in the Salaries and Allowances Division of the International Civil
Service Commission (ICSC) secretariat. The incumbent reports to the Division Chief. Responsibilities

Within limits of delegated authority, the Staff Assistant is responsible for the following duties:*Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Division Chief.*Maintains
liaison with the Executive Office and with senior officials in the ICSC, regarding ongoing programmes and other administrative matters; monitors processes and schedules related to the Division’s outputs, products, tasks, etc. *Ensures smooth and efficient information flow within the Division; 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, briefs, memos, speeches, etc. *Provides assistance in coordinating the secretariat-wide activities (meetings, training, etc.), special projects and events. *Coordinates the work of office support staff in providing meetings servicing/administrative support to the Commission sessions and working group meetings. *Attends meetings, prepares minutes, and monitors follow-up activities. *Responds or drafts responses to a wide range of correspondence and other communications; uses standard MS Word to produce a variety of large, complex documents and reports. *Manages, updates, and maintains internal databases; generates a variety of Excel-based statistical and other reports from various databases.*Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for the UN-standard 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.*Provides some specialized support to the Division (e.g., technology support, editing, desktop publishing, etc.). *Maintains calendar/schedules of the Division Chief: monitors changes and communicate relevant information to appropriate staff inside and outside the Division. *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(¢.g., travel requests, expense claims, vouchers, visa applications, etc.). *Maintains files (both paper and
electronic) and databases for the Division.*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.

Accountability:
Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.

Work implies frequent interaction with the following: Staff in the Salaries and Allowances Division as well as that in ICSC. Visitors and representatives from Permanent Missions, UN Common System Organizations, etc. Contacts in other international organizations, government institutions, ‘non-governmental organizations, universities, the media, etc.

Results Expected: Provides the full range of office management and administrative support, working under minimal supervision. Effectively tracks, monitors, and provides quality control of key deliverables. Effectively organizes and manages records and data. Discretely handles confidential material/matters. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels. Education

High school diploma or equivalent is required. Job – Specific Qualification

Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away. Work Experience

A minimum of five years of experience in general office support or related area.

Experience working with Conference Services in the preparation of documents desired

Two to three years experience using Microsoft excel and word is desired Languages

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 another official United Nations language is an advantage. Assessment

Evaluation of qualified applicants may include an assessment exercises, which may be followed by a competency-based interview. Special Notice

United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS(APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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