Senior Staff Assistant

The Senior Staff Assistant provides administrative and secretarial support to the Executive Secretary of the Economic Commission for Latin America and the Caribbean. The role includes supervising general service staff, managing correspondence, scheduling, travel arrangements, and coordinating with internal and external stakeholders to support the Executive Secretary's office.

Responsibilities

• Provides guidance, training and daily supervision to other general service staff in the Office of the Executive Secretary.
• Supervises secretarial tasks and provides input on performance as needed.
• Receives, screens, routes and follows-up all regular and confidential correspondence and written communications addressed to the Executive Secretary.
• Proofreads all correspondence for the signature of the Executive Secretary, ensuring it has met all internal approvals, as well as checking presentation and accuracy.
• Receives documentation addressed to the Executive Secretary; distributes them directly to the Executive Secretary, incorporates them to the records of the general incoming documents, or routes urgent matters to appropriate officials.
• Places, receives and screens all calls and online communications for the Executive Secretary and answers queries with discretion.
• Independently handles a wide range of complex information requests and inquiries, responds, or drafts responses, to a diverse range of correspondence and other communications.
• Prepares, processes and classifies confidential information.
• Provides direct support to the Executive Secretary with his schedule.
• Makes travel arrangements for the Executive Secretary.
• Handles leave and attendance records in the application UMOJA of all ECLAC Directors and staff of the ES Office (timekeeper).
• Maintains the Executive Secretary’s Office files, keeps records of speeches, presentations and documents of the Executive Secretary.
• Ensures that the stock of publications is up to date for pertinent distribution to visitors, as well as staff use.
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
• Coordinates extensively with Divisions and liaises frequently with internal team members both at Headquarters and in Subregional and National Offices.
• Attends meetings within ECLAC or abroad, when required, as Assistant to the Executive Secretary, gathering information, documents, and resolutions; coordinating press interviews and press conferences with the Press Officer.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other administrative duties, as required.

Requirements

• High school diploma or equivalent is required.
• At least ten (10) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.
• Relevant experience in protocol matters is required.
• Experience working with high-level officials is desirable.
• Experience working in the principal/executive office of an international or governmental organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English and Spanish are required at UN Level III for reading, writing, listening and speaking.
• Either French or Chinese (Mandarin) or Arabic or Russian is desirable at UN Level II for reading, writing, listening and speaking.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Protocol Management
• Data Analytics
• General Office Support
• Travel Coordination
• Correspondence Management
• Staff Supervision
• Stakeholder Coordination
• Scheduling
• Secretarial Support

Languages

English, Spanish, French, Chinese (Mandarin), Arabic, Russian