Staff Assistant

Result of ServiceEffective and efficient handling of administrative and office support requirements of the Section. Coordination of the administrative tasks, including liaising with Unit Chiefs on the assigned tasks, and other related administrative duties, as required. Timely tracking and monitoring of processes, deadlines and quality control of key outputs and appropriate follow-up actions. Work LocationTripoli Expected durationUp to 31 December 20 Duties and Responsibilities• Assists in the overall administration of the section i.e. provides substantive and administrative assistance in managing priorities and workflow of the Chief Service Delivery & Supply Chain Management (SD & SCM); assists in coordinating and monitoring of 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 assistance in compiling and analyzing basic data from a variety of sources, summarizing and presenting conclusions for review by the Chief SD & SCM. • Serves as a communications link between Chief SD & SCM and Chief of units; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Chief SD & SCM. • Provides assistance in time management and scheduling on behalf of the Chief with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Chief’s attention and refers others to the relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Drafts and/or reviews routine correspondence (memos, faxes, broadcasts, etc.). Exercises quality-control functions for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Chief of Section. • Independently 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. • Maintains up-to-date work unit files in both paper and electronic format. Ensures the timely archiving of documents in MS SharePoint and the updating of the Section’s MS Teams groups and channels with pertinent content. • Provides assistance in improving administrative procedures and systems to ensure smooth functioning of the Section, including filing (paper and electronic) systems. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Prepares, processes, and classifies confidential information. • Uses standard word processing package to produce a wide variety of large, complex documents and reports. • Maintains up-to-date work unit files in both paper and electronic format. Ensures the timely archiving of documents in MS SharePoint and the updating of the Section’s MS Teams groups and channels with pertinent content. • Performs other related administrative duties, as required, e.g., operational travel programme; coordinating administrative arrangements for conferences and regular routine meetings; collecting data and preparing reports, meeting minutes and PowerPoint presentations. • Performs other duties as assigned. Qualifications/special skillsHigh School or equivalent diploma is required. A minimum of five (5) years of progressively responsible experience in the field of administrative services or related area is required. A minimum of two (2) years of experience managing front offices supporting senior management positions is required. Experience in developing online database archives, task tracking sheets, and drafting formal communications is required. Experience working in a United Nations common system or similar international organization or nongovernmental organization is desirable. Advanced proficiency in Microsoft Windows tools, particularly in creating PowerPoint presentations are desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required. Additional InformationNot available. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.