STAFF ASSISTANT

Org. Setting and Reporting

This position is located in the Office of the Under-Secretary-General in the Department of Political and Peacebuilding Affairs. The incumbent reports to the Chief of Office.

Responsibilities

Within delegated authority, the Staff Assistant will be responsible for the following duties:

• Assist in the overall administration of the department/division, i.e. provide substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinate and monitor 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.
• Ensure the proper distribution of incoming and outgoing code cables and manages correspondence for the Chief of Office.
• Assist on matters related to human resources and senior appointments.
• Take full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertake representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
• Screen and prioritize 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.
• Independently handle 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.
• Oversee work of Office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
• Prepare, process and classify confidential information.
• Supervise correspondence for USG’s signature and exercise quality control function for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
• Use standard word processing package to produce a wide variety of large, complex documents and reports.
• Manage, update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases.
• Compile and maintain Departmental listings.
• Perform other duties as assigned.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subje...