Administrative Assistant Position at The United Nations | APPLY NOW

The Administrative Assistant position at the United Nations will work under the supervision of the Head of Mission (HoM) or his/her designate and provide substantive and administrative support in managing priorities, information, and workflow within the section. The incumbent will be responsible for various tasks, including assisting in front office administration, updating information material, conducting data analysis and research, managing the Director’s calendar, handling confidential information, and supporting improvements to administrative procedures.

Administrative Assistant Position at The United Nations

Responsibilities:

• Assisting in front office administration.
• Updating information material, such as web pages or brochures.
• Collecting and analyzing data and preparing presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making.
• Undertaking research on a range of HR-related issues and assisting in the preparation of notes and reports. Administrative Assistant Position at The United Nations
• Managing and maintaining the Director’s calendar and schedule, including arranging appointments, receiving and directing visitors, placing and screening calls, and answering queries.
• Ensuring meeting and review documents are available and printed for review. Administrative Assistant Position at The United Nations
• Contacting embassies, UN agencies, international institutions, and government offices.
• Ensuring efficient coordination of the Director’s calendar, prioritizing and resolving conflicts and competing demands. Administrative Assistant Position at The United Nations
• Conveying directives, reports, status updates, and other relevant information to necessary parties.
• Bringing sensitive and urgent matters to the HoM’s attention. Administrative Assistant Position at The United Nations
• Screening and prioritizing all incoming emails and correspondence.
• Compiling relevant background documents and identifying issues requiring the HOM’s attention.
• Referring others to relevant officers for appropriate action and following up on actions to be taken. Administrative Assistant Position at The United Nations
• Handling a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications. Administrative Assistant Position at The United Nations
• Compiling and analyzing data and producing summaries and conclusions for review by the supervisor.
• Implementing and supporting improvements to administrative procedures and systems.
• Preparing, processing, and classifying confidential information. Administrative Assistant Position at The United Nations
• Handling a wide range of administrative duties and processes, such as leave, travel arrangements, visa applications, expense statements, equipment purchase, service and supply requisitions, conference room bookings, etc.
• Proofreading and editing outgoing documents for adherence to format, grammar, punctuation, and style.
• Assisting in producing a variety of large, complex documents and reports.
• Supporting the planning and coordination of major meetings and events.
• Maintaining tracking on work assignments.
• Performing other duties as assigned.

Competencies:

• Professionalism: Ability to manage processes and maintain accurate records in administrative fields.
• Communication: Ability to write in a clear and concise manner and communicate effectively orally.
• Planning and Organizing: Ability to plan and organize work effectively in an efficient and timely manner.

Education:

High School Certificate education with specialized training in office management/business administration and technical communication skills.

Work Experience:

• Minimum of 7 years of experience in administration and office management.
• Experience working in an executive office or with senior managers.
• Experience with administrative procedures in the context of an international NGO or a United Nations System Entity is desirable.
• Experience organizing and coordinating meetings, conferences, and events is desirable. Administrative Assistant Position at The United Nations

Languages:

English and French are the working languages of the United Nations Secretariat. Fluency in both written and oral English is a requirement for the advertised post. Knowledge of local dialects is desirable. Administrative Assistant Position at The United Nations