Assistant

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

This post is a limited-term fixed-term post.

1.     Organizational Context

a.    Organizational Setting

The post is located in the Division for Asia and the Pacific, Regional and National Development Sector.

The Division functions as a gateway for developing and least-developed countries in the region to the Organization and coordinates capacity development and technical assistance programs led by or involving the various Sectors of the Organization, including the External Offices in the region.

b.    Purpose Statement

The incumbent is required to perform a variety of administrative, logistics, coordination and clerical tasks, which includes correspondence and communications functions, to assist the implementation of the Division’s work plan activities in a timely and efficient manner and in full compliance with the Organization’s rules and standard of quality.  The incumbent also provides overall administrative assistance to the Director and the professionals in the Division.

c.    Reporting Lines

The incumbent works under the supervision of the Director of the Division.

d.    Work Relations

The incumbent interacts with various work units in the Organization to initiate, coordinate and conduct follow-up actions, for correspondence and other communication, to obtain clearances, progress in processes and complete all administration, logistics, procurement and reporting tasks . The incumbent has frequent dealings, sharing information, delivering correspondence and confirm arrangements, with country stakeholders at various levels, including the national IP office and other government agencies, the permanent missions in Geneva and other external parties, experts and invitees to the Organization’s activities.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Draft routine correspondence, and review and monitor incoming and outgoing correspondence, whether in email or document format; coordinate approvals, edits and finalization, and ensure the effective and timely delivery of the same.

b.   Schedule appointments and manage the calendar of meetings and activities, including virtual ones, at the Division level.

c.   Review documents such as reports, internal memoranda, contracts, and MoUs for grammar, style and completeness in accordance with the standards of the Organization.

d.   Maintain the digital files of the Division, sorted by country, year and other categorizations, for easy updating and retrieval in compliance with the most current instructions on the Organization’s document filing system.

e.   Provide feedback and suggest improvements in the work streams of the Division.

f.    Take notes at meetings and discussions, recording conversations for reporting and monitoring purposes upon informed consent.

g.   Perform administrative support tasks such as travel and accommodation, preparation of invitation circulars/letters, compilation and distribution of documents, and payments.

h.   Maintain the travel plan of the work unit, monitor travel arrangements for missions, check cost estimates, related memoranda and correspondence, administrative forms, travels undertaken and track use of funds, make room reservation for visiting delegates and assist with hospitality and badges arrangements, and make necessary ICT-related arrangements for new staff.

i.    Perform other related duties as required.

3.      Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of general secretarial office support experience, preferably in the Organization.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages, particularly French.

Job Related Competencies (Essential)

Excellent communication and interpersonal skills, especially in a multi-cultural environment with sensitivity and respect for diversity.

Excellent organizational skills.

Good drafting skills, with high degree of accuracy and attention to detail.

Ability to work within the applicable rules, regulations, policies and procedures.

Discretion and a sense of protocol.

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to quickly adapt to new software.

4.      Organizational Competencies

1.    Communicating effectively.

2.    Showing team spirit.

3.    Demonstrating integrity.

4.    Valuing diversity.