Staff Assistant

Job Posting Organization:
The position is located in the Front Office of the Special Representative of the Secretary-General for Children and Armed Conflict (OSRSG-CAAC). This office operates under the mandate derived from General Assembly Resolution 51/77 and subsequent resolutions, focusing on the protection of children in armed conflict. The office aims to advocate for the rights of children affected by armed conflict and to ensure their protection and well-being. The organization is part of the United Nations system, which is dedicated to promoting peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and human rights globally. The OSRSG-CAAC works closely with various stakeholders, including governments, NGOs, and other UN entities, to implement its mandate effectively. The office is committed to addressing the challenges faced by children in conflict zones and works towards creating a safer environment for them. The organization values diversity and inclusion, striving to create a workplace that reflects the global community it serves.

Job Overview:
The Staff Assistant will play a crucial role in supporting the overall administration of the OSRSG-CAAC. This position requires a proactive individual who can manage priorities and workflows effectively, ensuring that the directives and decisions of the Under-Secretary-General (USG) are executed efficiently. The Staff Assistant will be responsible for compiling and analyzing data from various sources, summarizing findings for the USG and senior staff. This role also involves acting as a communication link between the supervisor and senior staff, ensuring that all parties are informed of relevant updates and directives. The Staff Assistant will manage the USG's schedule, prioritize tasks, and resolve conflicts as they arise. Additionally, the role includes representational duties, serving as the first point of contact for senior officials both internally and externally. The Staff Assistant will also handle a wide range of administrative tasks, including managing correspondence, preparing reports, and maintaining filing systems. This position requires a high level of professionalism, discretion, and the ability to handle sensitive information with care.

Duties and Responsibilities:
The Staff Assistant will be responsible for a variety of tasks, including:

• Assisting in the overall administration of the OSRSG-CAAC, providing substantive and administrative support to the USG-CAAC.
• Coordinating and monitoring multiple activities to ensure timely delivery of products and adherence to management directives.
• Compiling and analyzing data from various sources, summarizing findings 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 and resolving conflicts.
• Undertaking representational duties on behalf of the USG-CAAC, liaising with senior officials.
• Screening and prioritizing incoming correspondence, compiling relevant background documents.
• Researching and summarizing background materials for reports, briefs, and speeches.
• Handling complex information requests and inquiries, drafting responses as necessary. 1
• Supporting the USG-CAAC in presentations and meetings, preparing briefing notes and slides. 1
• Establishing and improving administrative procedures and systems for the department. 1
• Managing confidential information and handling various administrative duties such as travel arrangements and expense statements. 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. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Proficiency in using email applications such as Microsoft Outlook and experience with Microsoft Office Word and Excel are mandatory. Experience in data analytics or related areas is desirable, as is experience working in the front office of a high-level official in an international organization. Familiarity with ERP systems and talent management platforms is also advantageous. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Educational Background:
A high school diploma or equivalent is required for this position. While specific job-related qualifications are not detailed, candidates with higher education degrees may have a competitive advantage, particularly in administrative or related fields.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services or related areas. This requirement is reduced to five years for candidates who possess a first-level university degree or higher. Candidates should have experience using email applications and Microsoft Office tools, as well as familiarity with data analytics and administrative support in high-level offices.

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

Additional Notes:
This position is temporarily for three months, with the possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The position is subject to local recruitment, and applicants must be authorized to work in the United States. Staff members recruited locally are not eligible for international allowances or benefits. The position may be limited to internal candidates, and applicants must provide complete and accurate information in their applications. The United Nations does not charge a fee at any stage of the recruitment process.