Staff Assistant at UN-Habitat

Responsibilities

• Assists in the overall administration of the Regional Office, i.e. provides substantive and administrative support in managing priorities and workflow of the Regional Representative 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.
• Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by The Regional Representative.
• Serves as a communications link between supervisor and senior staff; 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 manager.
• Takes full responsibility for time management and scheduling on behalf of the Regional Representative with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Regional Representative’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
• 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.
• Supports the Regional Representative in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Oversees 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
• Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, travel, invitations, catering, seating arrangements, background documentation, special equipment)
• 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)
• 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.
• Able to perform analysis, modelling and interpretation of data in support of decision-making.
• 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 and men in all aspects 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 AND 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.

Work Experience

• A minimum of seven (7) years of experience in general office support, administration or a related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
• A minimum of two (2) years of working with advanced MS applications such as MS word, Excel and PowerPoint is desirable.
• A minimum of two (2) years of experience working with International and/or multilateral institutions, engaging high level delegates and the diplomatic corps is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.