Staff Assistant

Position: STAFF ASSISTANT
Org. Setting and reporting

This position is located in the front office of the special representative of the secretary-general for children and armed conflict. The mandate and work of the office of the special representative of the secretary-general for children and armed conflict (osrsg-caac) derives from general assembly resolution 51/77 and subsequent general assembly resolutions, as well as successive security council resolution on children and armed conflict.

The incumbent will report to the under-secretary-general (usg), osrsg-caac.

Responsibilities

Within limits of delegated authority, the staff assistant is responsible for the following duties:
• assists in the overall administration of osrsg-caac, i.e. Provides substantive and administrative support in managing priorities and work flow of the usg-caac in particular and the office in general; 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 a variety of sources, summarizing and presenting conclusions for review by the usg-caac and senior staff.
• 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 usg-caac.
• takes full responsibility for time management and scheduling on behalf of the usg-caac with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• undertakes representational duties on behalf of the usg-caac, to include serving as first point of contact and liaison with senior 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 usg-caac.
• independently handles a wide range of complex information requests and inquiries ; responds, or drafts responses, to a diverse range of correspondence and other communications.
• supports the usg-caac in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation if required.
• 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 for the osrsg-caac).
• exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• uses standard word processing package to produce a wide variety of large, complex documents and reports.
• manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and other reports from various databases.
• performs other duties as assigned.

Competencies

Professionalism: knowledge of general office and administrative support including administrative policies, processes and procedures. Ability to research, identify, extract, analyse and organize wide range of data and information required for preparation of reports/papers/publications; proven tact and discretion in dealing with highly confidential and sensitive matters; demonstrated…