Administrative Assistant

Overview

Provides administrative and secretarial support to the Ethics Office, acting as the administrative focal point. The role involves managing correspondence, records, and contributing to the production of documentation, with a focus on confidential and urgent materials.

Key Responsibilities

• Provide administrative and secretarial support to the Ethics Office.
• Ensure timely and high-quality office correspondence and monitor the generic email account.
• Manage records effectively, including the establishment and maintenance of a coherent filing system.
• Ensure the secure handling of confidential documentation.
• Review, proofread, and edit materials originating from the Ethics Office.
• Assist in the administration of the Annual Financial Disclosure Programme (FDP).
• Arrange appointments and organize the meeting schedule of the Ethics Advisor.
• Act as the HR focal point for the Ethics Office.
• Assist in the submission and monitoring of purchase requests and purchase orders.
• Coordinate travel arrangements.
• Maintain office supply inventory and coordinate repairs for office equipment.
• Facilitate prompt and efficient IT support for the Ethics Office.
• Liaise with the Languages and Publications (LP) Section for translation and production of materials.
• Perform other duties as assigned.

Required Experience

A minimum of six years of experience in secretarial and administrative work. Extensive experience in handling confidential information, preparing notes, correspondence, presentations, and reports, as well as proficiency in using IT tools (e.g., web-based systems, Microsoft Office, SharePoint, Windows 10, etc.). Experience working with an international organization, preferably within the United Nations (UN) system, including ICAO. Knowledge of UN ethics, standards of conduct, ethics and compliance, and/or protection against retaliation. Experience in data collection and analysis, as well as in the use of the Quantum system. Front office experience, including direct interaction with internal and external stakeholders.

Qualifications

Completion of secondary school education, supplemented by secretarial training and courses in office automation.

Other Details