Staff Assistant

Job Posting Organization:
The position is located within the Middle East Division of the Departments of Political and Peacebuilding Affairs, and Peace Operations of the United Nations. The organization is dedicated to maintaining international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promoting sustainable development, and fostering human rights. The United Nations was established in 1945 and operates globally with a mission to address various global challenges. It employs thousands of staff members across numerous countries, working collaboratively to achieve its goals.

Job Overview:
The Staff Assistant will play a crucial role in providing comprehensive office management and administrative support to the Personal Envoy for the Middle East conflict and its consequences, as well as the Iran/Iraq Team within the Middle East Division. This position requires a proactive individual who can manage multiple tasks efficiently, ensuring smooth operations within the office. The incumbent will be responsible for scheduling meetings, coordinating travel arrangements, and maintaining effective communication with various stakeholders. The role also involves preparing and processing confidential information, assisting in the development of administrative systems, and ensuring that all office functions are carried out effectively. The Staff Assistant will be expected to attend meetings, take minutes, and follow up on action items, demonstrating strong organizational and communication skills. Additionally, the position requires the ability to manage databases, generate reports, and assist in the preparation of presentation materials, showcasing a blend of administrative and technical capabilities.

Duties and Responsibilities:
The Staff Assistant will be responsible for a wide range of duties, including but not limited to: managing calendars and schedules for the Personal Envoy, coordinating travel arrangements, and providing administrative support to the Iran/Iraq Team. The incumbent will maintain liaison with the DPPA-DPO Executive Office and senior officials regarding administrative and budgetary matters. The role includes ensuring efficient information flow, preparing and processing confidential documents, and assisting in the development of office procedures. The Staff Assistant will attend meetings, prepare minutes, and monitor follow-up activities. Additionally, the position involves drafting responses to correspondence, managing internal databases, updating websites, and generating reports. The incumbent will also assist in preparing presentation materials and may provide specialized support in areas such as technology and desktop publishing. Other administrative duties include leave recording, meeting organization, and processing travel requests and expense claims. The Staff Assistant will maintain both paper and electronic files and assist with data collection and analysis for reporting purposes.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of progressively responsible experience in general office support or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Experience working for the United Nations or a similar international organization is essential, along with proficiency in integrated information management systems such as Inspira, Umoja, or Unite. Candidates should have experience in record keeping, handling confidential correspondence, and organizing official travel arrangements, including itineraries and visa processing. Experience in managing complex administrative arrangements for senior officials or high-level meetings is desirable.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. While a higher education degree is not mandatory, candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role.

Experience:
The position requires a minimum of five years of progressively responsible experience in general office support or a related area. However, candidates with a first-level university degree or higher may qualify with only three years of relevant experience. Experience within the United Nations or similar international organizations is a significant advantage, as is familiarity with integrated information management systems and handling confidential correspondence.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, but proficiency in French is not mandatory for this role. Candidates should demonstrate strong communication skills in English, as effective communication is essential for the responsibilities of the Staff Assistant.

Additional Notes:
This is a temporary job opening available until 25 November, with the possibility of extension based on the needs of the office and availability of funds. The position may be limited to internal candidates, and applicants must be authorized to work for the United Nations in New York. The role is subject to local recruitment, and selected candidates will not be eligible for allowances or benefits applicable to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees.