Under the guidance and supervision of the Head of Office or Deputy Humanitarian Coordinator the Executive Assistant is responsible for ensuring the effective delivery of secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to senior officers or managers such as a Head of Office consistent with UN rules and regulations. The Executive assistant leads and provides guidance to OCHA’s Head of Office or Deputy Humanitarian Coordinator, fostering effective collaboration within the teams, with relevant OCHA and UNDP counterparts at headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.
Duties and ResponsibilitiesSummary of Key Functions:
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, 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.
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, and 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 nonstandard 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. technology support, editing, desktop publishing, etc.).
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, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
Maintains files (both paper and electronic) and databases for work unit.
Performs other duties as assigned.
Core Competencies:
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and ExperienceEducation:High school diploma or equivalent. University Degree in Business or Public Administration desirable, but it is not a requirementExperience:A minimum of six years of experience in general office support or related area of which at least three years are in an international organization is required. Experience working in a front office with senior management is required. Language Requirements:English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
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