Office Assistant

The Office Assistant coordinates and performs a full range of office support, management support and administrative tasks to ensure the smooth and efficient running of the Office. The role involves managing office workflows, supporting meetings and events, handling correspondence, and coordinating office support staff.

Responsibilities

• Screen requests for appointments with supervisor; maintain supervisor's calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; screen and send e-mails; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
• Coordinate office support services for meetings, trainings, seminars, committees and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
• Research, compile and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
• Coordinate the work of other office support staff, establish priorities and ensure equitable distribution of work; train new staff to relevant administrative procedures and practices and provide general assistance as required.
• Create and maintain the work unit's filing and reference systems, including an e-book for signatures; review the efficiency of office procedures and make recommendations for improvements; update office websites.
• Perform other duties as required.

Requirements

• Secondary School Education.
• Four years of relevant experience in office/management support work.
• Working knowledge (proficiency - level C) of English.
• Very good knowledge of the MS Office applications, Internet and office technology equipment.
• General Service Staff are recruited locally and must be nationals of the country of the duty station or possess a valid visa/work permit and reside within commuting distance of the duty station at the time of application.
• Very good knowledge of communication (both written and oral) and documentation skills.
• Very good knowledge of corporate system/tools and administrative rules, policies and procedures.
• Very good knowledge of organizational structure at different levels, especially with field context.
• Good knowledge and strong coordination skills in meetings/events planning and organizing.
• Proficiency in virtual meeting management, digital document management and information-sharing platforms.
• Knowledge of corporate rules, policies and process and workflows is desirable.
• Knowledge and experience with the UN system are considered an asset.
• Self-motivated, details-focused and results-oriented.
• Ability to work with senior managers, diverse teams and deliver results under pressure and deadlines.
• Awareness of confidentiality and sensitivity.

Skills

• Office Management
• Microsoft Office applications
• Internet usage
• Office technology equipment
• Written Communication
• Oral Communication
• Documentation Skills
• Corporate Systems
• Administrative rules and regulations
• Policies and Procedures
• Organizational Structure Knowledge
• Meeting Planning
• Event Planning
• Coordination Skills
• Virtual Meeting Management
• Electronic Document Management
• Information Sharing Platforms
• UN System Knowledge

Languages

English