Staff Assistant

hace 3 semanas

Panama United Nations A tiempo completo

Responsibilities Within delegated authority, the incumbent will be responsible for the following duties and responsibilities: Performs, under mínimal supervision of the Associate Administrative Officer, the full range of office management and administrative support functions; typically provides direct assistance to the chief of office and deputy chief of office. Supports the Administrative team with operational and administrative processes, performs and coordinates administrative and operational tasks in close communication with the Associate Administrative Officer and the Administrative Assistant in a daily basis, as well as serving as back up to the Administrative Assistant. 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 units outputs, products, tasks, etc. Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.

Assists staff members in the regional office with the issuance of UNLPs, visas, diplomatic IDs and customs clearance. Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc. Provides assistance in the coordination of service-wide activities (meetings, training, etc.), 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, etc.). Assists in the preparation of presentation materials using appropriate technology/software. May provide some specialized support to unit (e.g.

Maintains files (both paper and electronic) and databases for work unit. Performs 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.

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. 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.Client orientation: Considers all those to whom services are provided to be clients and seeks to see things from clients point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients needs and matches them to appropriate solutions.

Monitors ongoing developments inside and outside the clients environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. Education High school diploma or equivalent is required.

Work Experience A minimum of five (5) years of experience in general office support or related area is required.Work experience with virtual communication platforms (e.g. Zoom, WebEx, Microsoft Teams, etc.) is desirable.Experience working with an Enterprise Resources Planning (ERP) system such as Umoja or similar is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Spanish is required.

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