Senior Office Assistant

The Senior Office Assistant is responsible for independent finalization of all administrative tasks relating to the management of the office and subordinate Regional Bureaus. The role includes managing front desk duties, coordinating routine administrative matters, preparing official correspondence, organizing meetings, and supporting budget and personnel administrative processes.

Responsibilities

• Perform independent finalization of all administrative tasks relating to the management of the office and subordinate Regional Bureaus.
• Cover the Division’s front desk and act as the coordinating focal point for all Regional Bureaus on routine administrative matters.
• Receive incoming requests and prepare appropriate actions for supervisor’s clearance or signature; provide relevant background/project information; keep track of pending matters and follow up on deadlines.
• Draft routine and non-routine official correspondence and act as authority at the administrative level for processing official correspondence according to UNIDO guidelines.
• Prepare papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer-based searches and compile background information to assist in areas of the Division’s mandate.
• Organize logistical aspects of internal meetings and assist with preparation of meetings, events or engagements with external counterparts, including protocol services.
• Recommend improvements to work processes and practices to improve service delivery.
• Provide advice and coordination of work planning and implementation at the administrative level within the immediate work unit and direct team.
• Provide advice, solutions and answers to inquiries on administrative matters from field offices related to the Division’s specialized services and administrative steps.
• Keep track of expenditures from the Divisional budget and/or projects in SAP; recommend and initiate appropriate actions such as budget revisions and project monitoring.
• Using SAP, initiate and follow up on administrative actions related to recruitment, personnel matters, training, purchase of equipment, payments, travel authorizations, visa applications, and related inquiries.
• Retrieve substantive information on administrative matters and/or TC projects from SAP modules supporting results-based management.
• Initialize and monitor exercises related to routine administrative operations and TC projects and programmes.
• Interpret or consult to clarify application of financial procedures, UNIDO Administrative Instructions, policies, TC guidelines and other instructions.
• Maintain up-to-date filing system (paper and electronic) and databases related to work.
• Perform any other related duties as assigned by supervisory structure.

Requirements

• Completed higher secondary education, high school diploma or equivalent is required.
• A minimum of work experience in the relevant fields, involving advanced administrative or specialized support functions with a high degree of independence, is required as follows: Completed secondary education: at least 7 years of relevant experience; First-level university degree or higher: at least 5 years of relevant experience.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment maintaining a field presence, is desirable.
• Experience with SAP or similar ERP software is desirable.
• Fluency in written and spoken English is required.
• Fluency and/or working knowledge of another official UN language, particularly French is desirable.

Skills

• Advanced Administrative Support
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Internet Research
• Office Procedures
• SAP
• ERP Software
• Official Correspondence
• Meeting Organization
• Budget Administration
• Personnel Administration

Languages

English, French