Staff Assistant

Job Posting Organization:
The United Nations Office for Disaster Risk Reduction (UNDRR) was established in December 1999 and serves as the designated focal point within the United Nations system for coordinating efforts to reduce disasters. The organization aims to ensure synergies among disaster reduction activities across the UN and regional organizations, operating in both developed and less developed countries. UNDRR is led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG) and has a workforce of over 150 staff members based in its headquarters in Geneva, Switzerland, as well as in various regional offices. The organization is tasked with guiding, monitoring, analyzing, and reporting on the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supporting both regional and national implementations of the framework, and catalyzing action to enhance global awareness of disaster risk reduction. UNDRR collaborates with UN Member States and a diverse range of partners, including civil society, the private sector, parliamentarians, and the science and technology community. This specific position is located in the UNDRR Regional Office for Asia and the Pacific in Bangkok, Thailand, and reports to the Deputy Chief of the Regional Office, while also providing support to a staff member with a visual disability to ensure equal access to opportunities and resources.

Job Overview:
The Staff Assistant position is crucial for the smooth operation of the UNDRR Regional Office for Asia and the Pacific. The role encompasses a wide range of office management and administrative support functions, requiring the individual to work under minimal supervision. The Staff Assistant will provide direct assistance to both the Deputy Chief and Chief of the Regional Office, ensuring that all administrative tasks are executed efficiently. A unique aspect of this role is the responsibility to support a staff member with a visual disability, which includes facilitating access to visual content and creating accessible materials such as presentations and documents. The Staff Assistant will also be involved in the development of office administrative systems and procedures, ensuring that information flows smoothly within the unit. This position requires a proactive approach to research and compilation of background materials for reports, briefs, and speeches, as well as the organization of meetings, workshops, and training sessions, both online and in-person. The Staff Assistant will also manage travel arrangements for meeting participants and assist staff with visa applications for official missions. Overall, the role is designed to enhance the operational efficiency of the office while promoting inclusivity and accessibility.

Duties and Responsibilities:
The Staff Assistant will be responsible for a comprehensive set of duties, including but not limited to: performing a full range of office management and administrative support functions; assisting the Deputy Chief and Chief of the Regional Office; supporting a staff member with a visual disability in work-related activities; ensuring efficient information flow within the unit; preparing and processing confidential information; developing office administrative systems and procedures; researching and summarizing background materials for reports and presentations; organizing meetings, workshops, and training sessions; providing travel support for meeting participants; orienting new staff to administrative procedures; drafting responses to correspondence; managing and updating internal databases; generating statistical reports; proofreading and editing documents; responding to complex information requests; preparing presentation materials; maintaining calendars and schedules; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, five years of experience in general office support or a related area is required. However, this requirement is reduced to three years for candidates who hold a first-level university degree or higher. Desirable qualifications include at least one year of experience in data analytics or a related field, familiarity with Enterprise Resource Planning (ERP) systems such as UMOJA/SAP, and experience working within the United Nations Common System or similar international organizations. Experience in organizing large meetings and conferences, particularly in the Asia and Pacific region, as well as providing support to individuals with visual disabilities in a professional context, is also advantageous.

Educational Background:
The minimum educational requirement for this position is a high school diploma or an equivalent qualification. There are no specific job-related qualifications listed, but candidates with higher educational backgrounds may have an advantage in the selection process.

Experience:
The position requires a minimum of five years of relevant experience in general office support or a related area. This requirement is reduced to three years for candidates with a first-level university degree or higher. Additional desirable experience includes one year or more in data analytics, familiarity with ERP systems like UMOJA/SAP, and experience in organizing large meetings and conferences, especially in the Asia and Pacific region. Experience in providing support to a person with a visual disability in a professional office context is also considered beneficial.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of French, another official United Nations language, is considered an advantage. To be deemed fluent in a language, candidates must demonstrate proficiency in all four areas of language use: reading, writing, speaking, and understanding. For knowledge of a language, proficiency in at least two of these areas must be at a confident or fluent level.

Additional Notes:
This position is subject to local recruitment, meaning that candidates must be recruited within the country or within commuting distance of the office, regardless of their nationality. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of securing the highest standards of efficiency, competence, and integrity in its recruitment process, ensuring geographic diversity and inclusivity. The organization is committed to creating a diverse and inclusive work environment, and reasonable accommodations may be provided for applicants with disabilities. The United Nations does not charge any fees at any stage of the recruitment process, and candidates are encouraged to follow all application instructions carefully.