With delegated authority, the Administrative Assistant will be responsible for the following duties :
Receive and review all incoming mail addressed to the SE and DSE and facilitate timely flow of documents / communication / messages to and from the Front Office.
Maintain the SE / DSE’s calendar, handles the day-to-day management of the SE / DSE’s agenda and appointments.
Assist in the preparation of the SE / DSE’s meeting by issuing invitations / notifications, setting up connection details, etc.
Using discretion and tact, receiving and directing visitors, placing and screening calls and answering queries.
Making contacts with missions, UN agencies, international institutions, government offices, etc.
Handling and maintaining policy, confidential and general management files including all correspondences and Note Verbales.
Establishing and maintaining a document / work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval, uploads reports and code cables on UN platforms.
Organizes and maintains an up-to-date filing system comprising correspondence and documentation, including that of a confidential and political nature.
Making travel arrangements for the SE and DSE including travel itinerary, booking via KJSO, logistical requirements, visa, all protocol and other administrative matters (incl. UMOJA).
Checking and clearing for format presentation (incl. adherence to established standards of format) and accuracy of all outgoing correspondences submitted for the SE / DSE’s signature.
Under the supervision of the CoS, responds to information requests and inquiries, including of a sensitive nature, or refers calls / visitors to appropriate staff member.
Drafting on the request of the SE / DSE / CoS routine correspondences such as letters, Note Verbales, etc.
Responds to or prepares routine correspondence and other communications in English, Arabic and French.
Translates, as required, from Arabic and French to English and from English and French to Arabic.
Assists in the preparation and servicing of conferences / workshops / meetings.
Participates in the organization and preparation of staff meetings.
Prepares and updates proposed calendar of conferences, meetings, and workshops of the SE / DSE.
Perform other ad-hoc tasks as requested by the SE / DSE / CoS.
PROFESSIONALISM : Ability to perform a broad range of administrative functions. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
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 : Excellent interpersonal skills; ability to work collaboratively with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity to achieve organizational goals.
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. Supplementary education or Certificate / Coursework / Training in administration, management, accounting, finance, human resources or directly related fields is desirable.
A minimum of seven (7) years of progressively responsible professional experience in the field of administrative services, finance, accounting, audit, human resources or related field within the United Nations, is required.
Knowledge of financial and administrative rules and regulations is required.
Experience working for senior officials in in a field mission is required.
Experience in processing travel requests and travel arrangements is required.
Experience in the use of enterprise resource planning systems (such as SAP), and the use of information technology program related to spreadsheets, databases and word processing, is desirable.
Experience in electronic filing system, or other comparable systems is desirable.
Good drafting skills in English and Arabic are desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English, Arabic and French is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.