SENIOR STAFF ASSISTANT

Org. Setting and ReportingThis position is located in the front office of the Special Representative of the Secretary General. The incumbent will report to the Staff Assistant of the Special Representative of the Secretary General (SRSG). ResponsibilitiesUnder the direct supervision of the Staff Assistant and overall guidance of the SRSG, the Senior Staff Assistant provides high quality administrative and management support to the SRSG and ensures the effective and smooth flow of work within their office. As Senior Staff Assistant to the SRSG, the incumbent will perform the following duties: • Organize, prioritize and manage the daily agenda of the SRSG and the tentative agenda of his/her future commitments receives and requests appointments; receives high-ranking visitors and coordinates their visits with the Special Assistants; follows up on replies to invitations, and deadlines for submission of speeches, presentations, credentials, etc. • Provides guidance to the Visits & Protocol Officer on norms, rules and customs of international diplomatic protocol, including practices developed within the United Nations System, as required. • Organize all administrative requirements with respect to the SRSG's official travel by making travel arrangements and coordinating all administrative, logistical and security requirements. Remit relevant travel documentation to the Travel Unit upon SRSG's return.. • Anticipate SRSG's requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up-to-date. • Contribute to the effective functioning of the SRSG's office to ensure that timely administrative support is provided in general and specialized areas. • Ensure and maintains an efficient flow of internal and external correspondence; establishes and maintains a filing system for SRSG's correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature. • Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the SRSG. • Provide administrative support related to the recruitment of staff for the Office of the SRSG. • Supervises OSRSG drivers • Monitor attendance, sick leave and annual leave of staff reporting to the SRSG; Refer and highlight issues which require immediate attention of the SRSG; • Take notes on a variety of subject-matters and transcribe, ensuring that spelling, punctuation and format are correct, and where necessary, maintaining a high-level of confidentiality; • Maintain policy, confidential (code cables) and general management files. • Performs any other duties as may be assigned. Competencies• Professionalism: Ability and experience across a broad range of administrative functions which should include budget/work programme, human resources and database management. Knowledge and application of the UN systems and Staff Regulations and Rules. High degree of commitment to ensure the proper use of the Unit's resources. Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • 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. • 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. EducationHigh school diploma or equivalent is required. Additional technical training in secretarial or administration is highly desirable Job - Specific QualificationNot available. Work ExperienceA minimum of eight years work experience of which seven years progressively responsible experience in secretarial, administration or related field is required. Performance of administrative and secretarial functions for senior officials involving wide contact with diplomatic personnel and various high offices is required. Proficiency in various MS Office applications (Excel, Word) and other IT applications is required. At least five years of experience working in the front office of senior UN officials is desirable Proficiency and in-depth knowledge of UN system's operation is desirable. Proficiency in protocol matters is desirable. Computer skills including all packages and database management is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. 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).