Overview
Performs a wide range of office support and administrative functions to support the unit's operations and outputs.
Key Responsibilities
- Performs a wide range of office support and administrative functions.
- Responds or drafts responses to routine correspondence and other communications.
- Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
- Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
- Proofreads documents and edits texts for accuracy, grammar, punctuation and style.
- Screens phone calls and visitors; responds to moderately complex information requests and inquiries.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
- Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
- Assists in the preparation of presentation materials using appropriate technology/software.
- Maintains calendar/schedules; monitors changes and communicates relevant information.
- Performs data entry and extraction functions.
- Reviews, records, distributes and/or processes mail and other documents; follows up on impending actions.
- Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports.
- Handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
- Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.).
- Maintains files (both paper and electronic) and databases for work unit.
- Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
- Maintains office inventory such as office supplies, publications, and training materials.
- Supports in domiciliation for new staff.
- Performs other duties as assigned.
Required Experience
A minimum of three years (or one year if graduated with a first-level university degree) of experience in general office support or related area is required. At least two years of experience in providing administrative and operational support within the United Nations Common System or a similar international organizations is required. A minimum of one year of experience working with Enterprise Resource Planning (ERP) systems, such as SAP/Umoja, PeopleSoft/Inspira, or other relevant software packages, is desirable.
Qualifications
High school diploma or equivalent is required. A first-level university degree in combination with one year of qualifying experience may be accepted in lieu of three years of required experience.
