STAFF ASSISTANT, New York, United States

## STAFF ASSISTANT, New York, United States - Organization:OAJ - Office of Administration of Justice - Office:OAJ New York, USA Organizational Setting and Reporting This position is located in the Office of Administration of Justice (OAJ) and specifically in the Registry of the United Nations Appeals Tribunal (UNAT) in New York. The position is under the overall supervision of the Principal Registrar (Second Reporting Officer) and reporting directly to the UNAT Registrar (First Reporting Officer). The Office of Administration of Justice (OAJ) is an independent office, based in New York, responsible for the overall coordination of the formal components of the UN’s internal justice system. It is headed by an Executive Director appointed by the Secretary-General. Within limits of delegated authority and depending on location, Staff Assistants may be responsible for the following duties: - Performs the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division. - Assist with travel arrangements of the UNAT Judges, including preparation of travel authorizations and processing of expense reports; - Maintains liaison with other offices and with clients 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 workflow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures. - Final proofing and formatting of Judgments, Orders and other documents, as well as creating electronic case binders - Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events, such as the UNAT oral pronouncements. - 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. - Updates internal databases and/or website; - 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 communicate 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 (both paper and electronic) and databases for work unit. - Performs other duties as assigned. - Professionalism Knowledge of general office and administrative support including administrative policies 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; Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. 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. 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. - Planning and organization 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. - 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. High school diploma or equivalent is required. Job - Specific Qualification Technical or vocational certificate in administrative services, human resources, personnel management or paralegal services is desirable. - A minimum of five (5) years of experience providing administrative and/or legal support, conference/meeting servicing, general office support or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. - Experience using Microsoft Word, Excel, and MS Teams/Sharepoint or similar systems is required. - Experience with Adobe Pro or similar applications is desirable. - Experience working with ERP systems as it relates to travel administration is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either SpanishorFrenchorArabicorRussianorChinese (Mandarin) is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. - This Temporary Job Opening (TJO) is issued to address a critical and time-bound staffing requirement. The position will be filled on a temporary basis, subject to operational needs. - The position is temporarily available as soon as possible for a period until 31 December 2026 with a possibility of extension subject to availability of funding. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. - While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. - Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. - This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. - Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current tempo