Overview
Provides administrative support to the Political Unit within the Executive Office of the Secretary-General, managing calendars, processing requests, and drafting communications.
Key Responsibilities
- Provides administrative support to the Political Unit Chief(s) by maintaining the calendar, internal workflow and processing appointment, internal and external requests;
- Supports the organization of meetings, travel(s) for the unit; prepares other administrative requests/documents for staff of the Unit.
- Drafts, edits, proofreads and prepares official communications, for signatures, on behalf of the unit.
- Performs research and assists in the preparation of necessary documentation required for reports and correspondence and responds to inquiries on issues relevant to the work of the Unit and EOSG.
- Independently handles a wide range of complex information requests and inquiries, responds or drafts responses to a diverse range of correspondence and other communications.
- Ensures availability of background materials for directors and senior staff attending meetings; organizes and maintains office database and archives.
- Liaises with the offices of various senior officials in other units regarding on-going programmes and other administrative matters.
- Provides administrative and logistic support in the preparation of meetings, including circulation of invitations, monitoring of attendance, and coordination of technical arrangements.
- Conveys directives, reports, status updates and other relevant information and brings sensitive and urgent matters including operational issues to the attention of the Director.
- Maintains daily attendance and administrative records for Unit members.
- Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Unit, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following up on pending actions; organizes and maintains office database and archives and liaises with the Executive Office on administrative matters.
- Provides assistance to senior officials on official travels including the drafting of communications and the monitoring changes to trip itineraries and composition of delegations.
- Drafts, processes for signature by the Head of Office and dispatches memorandums, letters, note verbales and other trip-related correspondence to relevant Permanent Missions and UN Offices and Department as per internal practices and protocols.
- Collaborates with and as needed, backstops, other staff assistants of the Unit.
- May perform other duties as required.
Required Experience
A minimum of seven years of experience in general office support, administrative services, or related area is required. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first-level university degree or higher. Experience providing assistance to senior officials is required. Experience in drafting and proof-reading of official communications/documents is required.
Qualifications
High school diploma or equivalent is required.
