Staff Assistant

Job Advertisement

Position Title: Staff Assistant
Location: Geneva
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the security" style="border-bottom: 1px dotted #007bff !important;">Security and Safety Service of the United Nations Office at Geneva. The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security, and cooperation among nations, addressing global challenges such as poverty, inequality, and human rights. The UN operates in various countries around the world, with a significant presence in Geneva, which serves as one of its major hubs for diplomacy and international relations. The organization employs thousands of staff members across various levels and functions, working collaboratively to achieve its goals and objectives.

Job Overview:
The Staff Assistant role is crucial for ensuring the smooth operation of the Security and Safety Service at the United Nations Office in Geneva. The incumbent will provide comprehensive office management and administrative support, typically assisting a senior officer or manager responsible for a major program. This position requires a proactive approach to maintaining communication with the Executive Office and senior officials in other units, ensuring that processes and schedules related to the unit's outputs are monitored effectively. The Staff Assistant will also be responsible for preparing and processing confidential information, developing administrative systems, and coordinating service-wide activities such as meetings and training sessions. The role demands a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously, all while maintaining a professional demeanor in a fast-paced environment.

Duties and Responsibilities:
The Staff Assistant will perform a variety of duties, including but not limited to: providing direct assistance to senior officers, maintaining liaison with the Executive Office, ensuring efficient information flow within the unit, preparing background materials for reports and briefs, coordinating service-wide activities, orienting new staff, attending meetings and preparing minutes, managing correspondence, updating internal databases, carrying out quality control for outgoing documents, responding to complex information requests, assisting in the preparation of presentation materials, maintaining calendars and schedules, performing various administrative duties such as leave recording and meeting organization, and maintaining both paper and electronic files and databases. The role may also involve specialized support in areas such as technology and desktop publishing, as well as other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in general office support or a related area is required. This requirement is reduced to three years for candidates with a first-level university degree or higher. Additionally, at least two years of experience in administration within a Front Office of Chief of Service or a similar setting is desirable. Candidates should demonstrate a strong understanding of office and administrative support functions, as well as the ability to manage confidential information and maintain effective communication with various stakeholders.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. While no specific higher education qualifications are mandated, candidates with a first-level university degree or higher will have their relevant experience requirements reduced, highlighting the value placed on formal education in this role.

Experience:
The position requires a minimum of five years of relevant experience in general office support or a related field. However, this requirement can be reduced to three years for candidates who hold a first-level university degree or higher. Additionally, candidates should have at least two years of experience in an administrative capacity within a Front Office of Chief of Service or a similar environment, indicating the need for familiarity with high-level administrative functions and protocols.

Languages:
Fluency in English or French is required, as these are the working languages of the United Nations Secretariat. Candidates must also possess knowledge of the other language. Knowledge of an additional official United Nations language is considered desirable, reflecting the UN's commitment to multilingualism and effective communication across diverse cultural contexts.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Geneva. Those selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The appointment is contingent upon the availability of the post or funds, and the United Nations emphasizes the importance of efficiency, competence, and integrity in its recruitment process. The organization is committed to diversity and inclusion, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or other backgrounds. The UN Secretariat operates in a non-smoking environment and provides reasonable accommodations for applicants with disabilities upon request.