مطلوب موظف للعمل لدى United Nations في بيروت لبنان 29\6\2019
المسمى الوظيفي : Staff Assistant
الجهة الموظفة : الأمم المتحدة
مكان العمل: بيروت
دولة العمل: لبنان
This post is located within the Technology for Development Division (TDD) of the Economic and Social Commission for Western Asia (ESCWA).
The Staff Assistant reports directly to the Director of TDD.
Within limits of delegated authority, the Staff Assistant will be responsible for the following duties:
1 – Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager and team members responsible for a major programme, such as a branch or division.
2 – Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the division’s outputs, products, tasks, etc.
3 – Ensures smooth and efficient information flow within the division; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
4 – Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
5 – Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
6 – Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
7 – Attends meetings, prepares minutes, monitors follow-up activities.
8 – Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
9 – Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
10 – Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
11 – Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
12 – Assists in the preparation of presentation materials using appropriate technology/software.
13 – May provide some specialized support to division (e.g. technology support, editing, desktop publishing, etc.).
14 – Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work division.
15 – Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
16 – Maintains files (both paper and electronic) and databases for work division.
17 – Performs other duties as assigned.
Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning and Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent.
A minimum of 5 years of experience in general office support or related area is required. Demonstrated experience working with an ERP system (preferable SAP) is desirable. Experience in organizing/administering large or high-level meetings/ Intergovernmental meetings is also desirable.
English and French are the working languages of the United Nations Secretariat. Arabic is also a working language of ESCWA. For the position advertised, fluency in oral and written English and Arabic is required.
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