Staff Assistant

Org. Setting and ReportingThis post is located in the Office of Staff Legal Assistance (OSLA), Office of Administration of Justice (OAJ) New York. The Office of Staff Legal Assistance is headed by a Chief, who without prejudice to his or her responsibility to provide legal assistance to staff members in an independent and impartial manner is accountable to the Executive Director. Under the authority of the Executive Director, the Chief is responsible for the management and proper functioning of the programme of legal assistance to staff members in the internal justice system, including in administrative, disciplinary and appellate proceedings before the United Nations Dispute Tribunal and the United Nations Appeals Tribunal. The Staff Assistant will report to the Chief of OSLA. ResponsibilitiesWithin limits of delegated authority the Staff Assistant may be responsible for the following duties: • Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager 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. • 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. • 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. • Liaise with the Office of Administration of Justice including the United Nations Dispute and Appeals Tribunal Registries, and Legal Offices at the Secretariat and the Agencies, Funds and Programmes; • Independently handles a wide range of complex verbal and written requests and inquiries; including providing detailed information on processes and procedures related to disciplinary and appeal cases, etc. • Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, 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. • 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.). • Exercises quality control function for all outgoing documents, including legal submissions; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Manages and updates OSLA databases with case processes to ensure the database accurately reflects the status of each at any given time • 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. • Performs other duties as assigned. Competencies• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Ability to maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems and apply good judgment in the context of assignments given. 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. Shows 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 the audience. Demonstrates openness in sharing information and keeping people informed. • 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. • 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. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work Experience• A minimum of 7 (seven years) of experience in administrative services, human resources or related area is required. The minimum years of relevant experience is reduced to five(5) years for candidates who possess a first-level degree or higher. • Work experience with the United Nations or similar international organization is desirable. • Experience in paralegal work is desirable. • One year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Spanish or Russian or Arabic or Chinese (Mandarin) is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).