Staff Assistant

Job Posting Organization:
The Office of the Special Envoy of the Secretary-General for the Horn of Africa (OSE-HoA) was established in 201

• Its mission is to work closely with and support all the countries of the Intergovernmental Authority on Development (IGAD) in promoting peace and security" style="border-bottom: 1px dotted #007bff !important;">security across the Horn of Africa. This involves enhancing sub-regional conflict prevention and mediation capacities and addressing cross-cutting issues. The organization operates in collaboration with regional organizations, including the African Union (AU), and aims to foster stability and cooperation in the region.

Job Overview:
The Staff Assistant position is crucial for the effective functioning of the Office of the Special Envoy for the Horn of Africa. The role involves providing substantive and administrative support to the Head of Office, ensuring that management directives are executed efficiently. The Staff Assistant will coordinate and monitor various activities, manage priorities and workflows, and serve as a communication link between the supervisor and senior staff. This position requires a proactive approach to time management and scheduling, as well as the ability to handle complex information requests and inquiries. The Staff Assistant will also support the manager in preparing for intergovernmental meetings and presentations, ensuring that all necessary documentation and materials are organized and available. Overall, the role demands a high level of professionalism, communication skills, and the ability to work collaboratively within a team.

Duties and Responsibilities:
The Staff Assistant will be responsible for a wide range of duties, including: assisting in the overall administration of the section/unit, providing substantive and administrative support, coordinating and monitoring diverse activities, compiling and analyzing data, serving as a communications link, managing time and scheduling for the manager, undertaking representational duties, screening and prioritizing correspondence, researching and summarizing background materials, handling complex information requests, supporting the manager in presentations, establishing administrative procedures, organizing official receptions and meetings, preparing and processing confidential information, managing administrative duties such as leave records and travel arrangements, exercising quality control for outgoing documents, producing complex documents and reports, managing internal databases, and assisting with data presentations and visualizations.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of progressively responsible experience in administrative services or a related area is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience supporting high-ranking officials in international organizations is desirable, as is familiarity with Enterprise Resource Planning (ERP) systems such as Umoja. Experience working at a UN field mission or similar international organizations is also advantageous.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates with higher education qualifications, particularly in fields related to administration or international relations, may be preferred, especially if they have relevant experience that compensates for the lack of formal education.

Experience:
The position requires a minimum of seven years of progressively responsible experience in administrative services or related fields. Candidates with a first-level university degree may have this requirement reduced to five years. Experience in supporting senior officials within international organizations, particularly the United Nations, is highly desirable. Familiarity with administrative processes in a UN context, including the use of ERP systems, is also beneficial.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is considered a good to have language, but proficiency in English is essential for effective communication within the UN Secretariat.

Additional Notes:
This position is temporarily available for twelve months and is limited to the Office of the Special Envoy to Horn of Africa (OSE-HOA). The appointment is subject to local recruitment, meaning that candidates must be based in the country or within commuting distance. The position does not offer allowances or benefits exclusive to international recruitment. The selection process may include an assessment exercise and competency-based interviews. The United Nations does not charge any fees during the recruitment process, and candidates are encouraged to provide complete and accurate information in their applications.