Staff Assistant

### Org. Setting and Reporting This position is located in the Office of the Assistant Secretary-General for the Middle East, Europe, the Americas, Asia and the Pacific (MEEAAP) in the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO). The Staff Assistant reports to the Special Assistant and Senior Political Affairs Officer in supporting the Assistant Secretary-General. The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department’s mandate is to prevent and resolve conflict through inclusive political solutions. The Department of Peace Operations (DPO) serves as an integrated "centre of excellence" for United Nations Peace operations, responsible for preventing, responding to and managing conflict and sustaining peace in the context of mandates in countries where peace operations under its purview are deployed. This includes facilitating and implementing political agreements, providing integrated strategic, political, operational and management advice, direction and support to peace operations; developing political, security and integrated strategies, leading integrated analysis and planning of peace operations and backstopping those operations. ### Responsibilities Within limits of delegated authority, the Staff Assistant is responsible for the following duties: • Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and workflow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Provides direct assistance to the ASG; acts as a first point of contact and referral for incoming communications (written and verbal); and, in close coordination with the Personal Assistant, manages the ASG's diary, schedule, and travel; • Handles inquiries and requests for information, liaises with senior officials internally and externally, including Permanent Missions, United Nations entities, NGOs etc.; and corresponds with internal and external stakeholders and interlocutors on behalf of the ASG; • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems. • Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). • Prepares, processes and classifies confidential information. • Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style, 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 databases. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other duties as assigned. ### Competencies PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures; Knowledge of travel authorization processes and other relevant functions in Umoja or similar enterprise wide information tools. 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. 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. PLANNING & 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. ### Education High school diploma or equivalent is required. ### Job - Specific Qualification Not available. ### Work Experience A minimum of seven years of progressively responsible work experience in general office support, administration or a related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience making travel and accommodation arrangements for senior officials is required. Experience working with different offices of the UN Secretariat or a comparable public international organization is required. Experience working with high-ranking officials of the UN or a comparable public international organization is desirable. Experience dealing with high-ranking officials in the diplomatic community is desirable. Experience using enterprise resource planning information systems such as Umoja or similar tools in the United Nations or similar international organization is desirable. Front office experience is desirable. ### Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. 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). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle;