Overview
Provides administrative support to ensure the effective and efficient functioning of the Section by maintaining contact with visitors and staff, making arrangements for appointments and meetings, and supporting office operations.
Key Responsibilities
- Ensures effective and efficient functioning of the Section by maintaining contact with visitors and staff, make arrangement of appointments and meetings including meeting room reservation, compiling, and preparing briefing and presentation material, background information and documentation for meetings. Supports the office with leave monitoring and maintaining leave and absences.
- Make travel arrangements and hotel reservations, processing requests for visa, ID cards and other documents. Provide administrative support to conferences, workshops, retreats. Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables, and reports. Follow up on deadlines, commitments made, action taken and coordination of collection and submission of reports to the Chief of section. Assists with archiving and maintenance of the filing system ensuring safekeeping of confidential materials.
- Updates and maintains the Chief of section's calendar, keeping him/her informed of any upcoming meetings in a timely manner.
- Write, record and maintain minutes during meetings.
- Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Maintains and reviews the section's staffing tables, prints and reviews reports.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions, and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Coordinates extensively with service lines and liaises frequently with RSCE and client mission staff whenever required.
- Performs other related administrative duties, as required.
Required Experience
A minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher. Experience working in a United Nations common system or similar international organization is desirable. Experience in working in a front office setting is desirable.
Qualifications
High school diploma or equivalent is required.
