Overview
The Office Assistant provides administrative support for the modernization of administrative services within the Office of Administrative Innovation and Transformation.
Key Responsibilities
- Screen incoming mail and draft replies on non-technical aspects.
- Keep track of pending matters and follow up with other offices on deadlines.
- Screen phone calls and visitors.
- Respond to moderately complex information requests and inquiries.
- Draft routine correspondence, proofread documents, and edit texts for accuracy, grammar, punctuation, and style.
- Provide procedural support regarding financial procedures, administrative instructions, policies, and regulations.
- Retrieve information on administrative matters from SAP.
- Initiate and follow up on actions related to recruitment, training, study tours, purchase of equipment, payments, and travel authorizations using SAP.
- Perform administrative tasks such as arrangements for meetings and other events, reservations, and research.
- Prepare requests and documents such as requisitions, purchase orders, travel requests, expenditure authorizations, and visa applications.
- Maintain an up-to-date filing system and databases.
- Support the creation and maintenance of simple information management systems and dashboards.
- Support the creation of PowerPoint presentations.
- Perform any other related duties as assigned.
Required Experience
- A minimum of three (3) years of work experience in the relevant fields, providing support to managerial or professional staff, is required.
- Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
- Experience in providing support to managerial/professional staff and using administrative skills, is desirable.
- Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), and internet, is required.
- Experience with SAP or similar ERP software is desirable.
- General experience with artificial intelligence tools is desirable.
Qualifications
- Completed higher secondary education, high school diploma or equivalent is required.
- Formal secretarial/clerical training or equivalent is desirable.
- Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.
