Responsibilities
- Performs, under minimal supervision, the full range of office management and administrative support functions, typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
- Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks.
- Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches.
- Provides assistance in the coordination of service-wide activities (meetings, training), special projects and events.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may 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; generates a variety of standard and non-standard statistical and other reports from various databases.
- 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 (e.g. answers requests requiring file search).
- Assists in the preparation of presentation materials using appropriate technology/software. • May provide some specialized support to unit (e.g. technology support, editing, desktop publishing).
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications).
- Maintains files (both paper and electronic) and databases for work unit.
- 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.
Education
- High school diploma or equivalent is required.
Work Experience
- A minimum of five (5) years of experience in general office support, administration or related area is required.
- The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
- Experience in support of senior officials is required. Experience using an Enterprise Resource Planning (ERP) system is desirable.
- Experience working with the United Nations or similar international organization is desirable. One year (1) or more of experience in data analytics or related area is desirable.
