Staff Assistant, G5

- Organization:DPPA-DPO-SS - Department of Political and Peacebuilding Affairs-Department of Peace Operations-Shared Structure - Country:United States - Office:DPPA-DPO-SS in New York, USA Org. Setting and Reporting:This position is located in the regional political-operational structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO), in the Northern Africa Division. The Northern Africa Division is tasked with monitoring and reporting on major developments in the countries under its purview, and recommending actions for addressing the related challenges, risks, and threats. The Staff Assistant will work under the supervision of a Senior Political Affairs Officer/Team Leader. Responsibilities:Within limits of delegated authority, the Staff Assistant will be responsible for the following duties:Performs, under minimal supervision, a full range of office management and administrative support functions (e.g. leave plan coordination, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing of administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);Provides administrative assistance to the Team;Monitors processes and schedules related to the Team’s outputs, products, tasks, etc.;Ensures a smooth and efficient information flow within and outside the Division, including supporting communication with field missions supported by the Division; prepares, processes and submits unclassified and 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, speeches, etc.;Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.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, including related to the Team’s and Division leadership’s meetings with Resident Coordinators (RCs), RC Offices, and field missions;Responds or drafts responses to a wide range of routine correspondence and other communications;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;Provide specialized support to the Team (e.g. technology support, editing, desktop publishing, etc.);Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.Maintains files (both paper and electronic) of rules, regulations, administrative instructions and other related documentation and databases for the Team;Contributes to the effective functioning of the Division; acts as back-up for other assistants in the Division and provides general administrative support across the Division as required.Performs other duties as assigned, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations. - Performs, under minimal supervision, a full range of office management and administrative support functions (e.g. leave plan coordination, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing of administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.); - Provides administrative assistance to the Team; - Monitors processes and schedules related to the Team’s outputs, products, tasks, etc.; - Ensures a smooth and efficient information flow within and outside the Division, including supporting communication with field missions supported by the Division; prepares, processes and submits unclassified and 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, speeches, etc.; - Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. - 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, including related to the Team’s and Division leadership’s meetings with Resident Coordinators (RCs), RC Offices, and field missions; - Responds or drafts responses to a wide range of routine correspondence and other communications; - 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; - Provide specialized support to the Team (e.g. technology support, editing, desktop publishing, etc.); - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. - Maintains files (both paper and electronic) of rules, regulations, administrative instructions and other related documentation and databases for the Team; - Contributes to the effective functioning of the Division; acts as back-up for other assistants in the Division and provides general administrative support across the Division as required. - Performs other duties as assigned, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations. Competencies:PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations, including those relevant to DPPA-DPO in work situations and UN systems, databases and ERP applications or similar (UMOJA, Unite Docs, etc.). Demonstrates interest in the work of the United Nations and personal commitment to the ideals of the Charter; demonstrates ability to successfully interact with individuals of different cultural backgrounds and beliefs, including a willingness to try and understand and be tolerant of different opinions and views. 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. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignmen