Administrative Assistant

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Description

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Org. Setting and Reporting

This position is located in the Office of the Director, Programme Management and Support Services Division (PMSSD) of the Economic Commission for Europe (UNECE). Under the direct supervision of the D-1, Principal Administrative Officer, the incumbent is responsible to support the Division Director and ensure the smooth functioning of the office. This position is temporarily available for an initial period of 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

Responsibilities

Within limits of delegated authority, the Administrative Assistant is responsible for:

• Performs, under minimal supervision, the full range of office management and administrative support functions for the Office of the Director.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Monitors processes and schedules to ensure all deadlines are adhered to.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential and sensitive information.
• 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.) for the Office of the Chief.
• Maintains liaison with the substantive offices and with senior officials in other units regarding on-going programmes and other administrative matters.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Helps coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• 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.
• Manages, updates and further develops internal databases; updates 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.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains files (both paper and electronic) and databases for work unit.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years progressively responsible experience in administrative matters is required. Experience serving senior officials (D1, or its equivalent, and above) is desirable. Experience handling sensitive and confidential information is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat and Russian is a working language of ECE. For the position advertised, fluency in English is required. Knowledge of French is desirable.

Source: https://careers.un.org/jobSearchDescription/252838?language=en

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