Staff Assistant

Job Posting Organization:
The Office of the Special Representative of the Secretary-General for Children and Armed Conflict (OSRSG-CAAC) was established to address the impact of armed conflict on children. It operates under the mandate derived from General Assembly Resolution 51/77 and subsequent resolutions, focusing on the protection and rights of children affected by armed conflict. The office aims to advocate for the rights of children, promote their well-being, and ensure their voices are heard in peace processes. The organization is committed to upholding international standards and working collaboratively with various stakeholders to improve the situation of children in conflict zones. The OSRSG-CAAC is part of the United Nations system and works closely with other UN entities, NGOs, and member states to fulfill its mission. The office is staffed by a diverse team of professionals dedicated to making a difference in the lives of children affected by war and violence.

Job Overview:
The Staff Assistant position is crucial for the effective functioning of the OSRSG-CAAC. The incumbent will provide comprehensive administrative and substantive support to the Under-Secretary-General (USG) and the office. This role involves managing the workflow and priorities of the USG, ensuring that directives and decisions are executed efficiently. The Staff Assistant will compile and analyze data from various sources, assisting in the preparation of reports and presentations. The position requires strong communication skills, as the Staff Assistant will act as a liaison between the USG and senior staff, conveying important information and updates. Time management and scheduling are key responsibilities, as the incumbent will prioritize tasks and resolve conflicts in a fast-paced environment. The role also includes representational duties, requiring the Staff Assistant to engage with senior officials and stakeholders both internally and externally. Overall, the position demands a proactive approach to administrative support, with a focus on enhancing the office's operational efficiency and effectiveness.

Duties and Responsibilities:
The Staff Assistant will undertake a variety of duties, including:

• Assisting in the overall administration of the OSRSG-CAAC by providing substantive and administrative support.
• Coordinating and monitoring multiple activities to ensure timely delivery of products.
• Compiling and analyzing data from various sources for review by the USG-CAAC.
• Serving as a communication link between the supervisor and senior staff, conveying directives and updates.
• Managing the USG-CAAC's time and scheduling, prioritizing tasks effectively.
• Undertaking representational duties and serving as a liaison with senior officials.
• Screening and prioritizing incoming correspondence and compiling relevant background documents.
• Researching and summarizing materials for reports, briefs, and speeches.
• Handling complex information requests and drafting responses to correspondence. 1
• Supporting the USG-CAAC in presentations and meetings by preparing briefing notes and slides. 1
• Establishing and improving administrative procedures for smooth departmental functioning. 1
• Preparing and processing confidential information and handling various administrative duties. 1
• Exercising quality control for outgoing documents and managing internal databases. 1
• Performing other duties as assigned by the USG-CAAC.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Proficiency in using email applications such as Microsoft Outlook and experience with Microsoft Office Word and Excel are essential. Familiarity with data analytics and experience in a high-level office within an international organization are desirable. Knowledge of ERP systems and talent management platforms is also beneficial. Candidates should demonstrate professionalism, planning and organizing skills, and a client-oriented approach in their work.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific job-related qualifications are mentioned, candidates with further education or specialized training in administrative support or related fields may have an advantage.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services or related areas. Candidates should have experience in managing administrative tasks in a high-pressure environment, particularly within international organizations. Experience with data analytics and familiarity with UN systems or similar entities is highly desirable. The role demands a proactive individual who can handle complex information requests and manage competing priorities effectively.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and proficiency in French may be considered an asset, although it is not mandatory for this role.

Additional Notes:
This position is temporarily available for three months, with the possibility of extension. It is important to note that if the selected candidate is a current staff member of the United Nations Secretariat, the selection will be treated as a temporary assignment. The position is subject to local recruitment, meaning applicants must be authorized to work in the United States. The United Nations does not charge any fees during the recruitment process, and all employment decisions are made based on qualifications and organizational needs.