Senior Staff Assistant, New York City

Org. Setting and ReportingThis position is located in the Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict (OSRSG-SVC) in New York. The Senior Staff Assistant reports directly to the Special Representative of the Secretary-General (SRSG) and under the overall guidance of the Chief of Staff provides general office and administrative support to the SRSG. ResponsibilitiesWithin limits of delegated authority and depending on location, Senior Staff Assistants at this level may be responsible for the following duties: (These duties are generic, and may not be performed by all Senior Staff Assistants.) Duties and responsibilities are similar to those performed at GS-5. However, given the broader scope of the organizational entity, jobs at GS-6 are more demanding in terms of time management and representational duties on behalf of the manager, as well as the number and diversity of activities coordinated and related work processes managed. Usually there is also a greater role and involvement in guiding and advising office support staff. At this level an incumbent typically: • Assists in the overall administration of the Office of the SRSG, i.e. provides substantive and administrative support in managing priorities and work flow of the SRSG and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Compiles and analyzes basic data from a variety of sources (including UMOJA), summarizing and presenting conclusions for review by the SRSG and Chief of Staff. • Serves as a communications link between SRSG and senior staff; on behalf of SRSG keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the SRSG and other officers. • Takes full responsibility for time management and scheduling on behalf of the SRSG with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. • Serves as first point of contact and liaison with senior officials internally and externally. • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the SRSG's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches and other information sources to identify articles of interest to the manager. • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Supports the SRSG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc. • Establishes/improves administrative procedures and systems to ensure smooth functioning of the office, including filing (paper and electronic) systems. • Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures • Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). • Prepares, processes and classifies confidential information. • Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Performs other duties as assigned. Competencies• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceOver 6 years of experience in general office support or related area is required. Experience performing staff assistant duties, including provision of administrative and office management assistance in a high-level front office setting is required. Experience liaising with high-level personnel, headquarters and overseas offices of the United Nations common system or a similar international organization is required. 1 year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).