Duties and Responsibilities
Support the WUF Coordinator in the in the overall
administration, i.e. provides administrative support in managing priorities and
workflow for the 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 various
sources, summarizing and presenting conclusions for review by manager.
Takes 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.
Undertakes representational duties on behalf of the
manager, to include serving as first point of contact and liaison with
officials internally and externally.
Screens and prioritizes 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.
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 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 manager in organizing meetings with
stakeholders, preparing briefing notes, slides and subject files, gathering
relevant documentation, etc.
Establishes/improves administrative procedures and
systems to ensure smooth functioning of the department, including filing (paper
and electronic) systems.
Organizes administrative matters for official
receptions, meetings, etc., handling all necessary arrangements (e.g. room
reservations, guest/participant lists, invitations, catering, seating
arrangements, background documentation, special equipment, etc.).
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, etc.).
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 data collection and analysis and
preparation of data presentations and reports for information sharing,
responding to queries, knowledge management, planning and decision making.
Performs other duties as assigned. Work implies
frequent interaction with the following: Senior officials within the UN
Secretariat and UN system Permanent Representatives and Mission staff
Intergovernmental bodies, non-governmental organizations, government officials,
ambassadors, representatives of the media, international organizations, etc.
Results Expected Demonstrates effective and
independent handling of the administrative and office support requirements of
the department.
Establishes effective office procedures and systems.
Provides timely tracking and monitoring of processes, deadlines and initiates
quality control of key outputs and appropriate follow-up actions, etc..
Appropriately applies relevant policies, guidelines,
procedures and processes.
Effectively functions as a key communications link
and liaison with a broad range of internal and external contacts
Qualifications/special skills
High school diploma or equivalent is required. Degree
in administrative services, human resources, finance or related area is highly
desirable.
A minimum of seven (7) years of experience in
administrative services, human resources, finance or 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.
Experience of three (3) years dealing with
time-sensitive and confidential administrative matters supporting senior level
officials is desirable.
Working experience within the United Nations System
or similar organization is desirable.
One (1) year or more of experience in data analytics
or related area is desirable.
How To Apply
