LEGAL ASSISTANT (Personal Assistant to the Under-Secretary-General), New York City

Org. Setting and ReportingThis position is located in the Office of the Under-Secretary-General for Legal Affairs (OUSG) in the Office of Legal Affairs (OLA). The incumbent is the Personal Assistant of the Under-Secretary-General for Legal Affairs. ResponsibilitiesUnder the overall supervision of the Under-Secretary-General for Legal Affairs, and within limits of delegated authority, the Legal Assistant is responsible for the following duties: • Provides personal assistance to the Under-Secretary-General, including maintaining her calendar, scheduling appointments and meetings, coordinating travel, and other tasks as needed. • Reviews, prioritizes and follows up on incoming correspondence and requests, liaises with senior officials and offices throughout the Secretariat, organizes high-level meetings and official events. • Conducts basic research using a variety of sources, including, in particular, the OLA Registry and Epona. • Ensures that confidential and sensitive matters are handled appropriately, and maintains confidential files and records. • Assists in the maintenance of a body of legal reference files, both paper and electronic, to ensure rapid retrieval of critical information; conducts reference searches upon request; reviews material and determines appropriate file classification category; identifies material for inclusion in files; coordinates with Archives on retirement, storage and retrieval of files; participates in initiatives to enhance existing systems for records management and retrieval, including development of proposals for consideration. • Independently handles a variety of relatively complex verbal and written inquiries from internal and external parties, including providing detailed information on processes and procedures related to a range of legal activities, instruments, issues, etc. • Assists in servicing various committees and other meetings, including assisting in the preparation of pre-, in- and post-session documents, preparation of draft of Journal and summaries, establishes log and assigns document identification symbols; coordinates with relevant units; prepares and updates programme of work, delegation and documents lists; tracks status of meetings and monitors follow-up actions, etc. • Provides technical assistance and organizes logistical aspects for meetings including the annual meetings of the Network of Legal Advisers of Specialized Agencies, Related and other Organizations (UN System), the network of Legal Advisers and Legal Liaison Officers of the United Nations Offices, Funds and Programmes, and the meeting of Field Legal Officers. • Coordinates ceremonies (e.g., signings, etc.) and related meetings, ensuring timely receipt of legal instruments and other requisite documentation. • Maintains internal databases on cases for tracking and trend analysis; generates a variety of standard and non-standard statistical and other reports from various databases and posts documents on the website. • Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence, memoranda, and other communications and specialized legal documentation, including for the signature of the Under-Secretary-General; performs budget preparation input, monitoring and implementation, etc.; sets up and maintains files/records (electronic and paper). • Assists in creating a working environment that is conducive to gender equality and ensuring that a gender perspective is systematically integrated in the work of the Office. In addition, the Legal Assistant will also provide, under minimal supervision, administrative and substantive support to the Chief of Office and the Head of Evaluation & Strategic Planning Unit in performing their day-to-day activities: • Coordinates administrative services (e.g., translation of legal publications), including preparing and monitoring requests, liaising with relevant units, and maintaining related statistics for reporting purposes as required. • Performs a variety of administrative duties through standard internal tools such as Inspira and Umoja, for matters of attendance reporting, requesting office supplies, and requesting facilities management services. • Assists the Chief of Office and the Head of Evaluation & Strategic Planning Unit in preparing the Under-Secretary-General for meetings, including compiling and organizing background notes, talking points, meeting files, and other preparatory materials — including for the SG's Executive Committee and Management Committee meetings, as well as materials necessary for Legal Counsel's official missions. • Provides guidance, training and daily supervision to office support staff to ensure smooth functioning of the Office; oversees the work of office support staff; trains staff in administrative, protocol, and other relevant procedures. • Performs other ad hoc duties as assigned. Competencies• Professionalism: Knowledge of organizational legal framework, relevant legal processes, procedures and terminology for review, examination, preparation and processing of legal documents. Ability to conduct research using diverse legal research sources (including electronic sources on the internet, intranet and other data bases). Ability to review and synthesizes information and present findings and recommendations in a required format. Knowledge of information management, classification and retrieval systems. Ability to show tact and discretion in dealing with confidential matters. 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. • Teamwork: Works collaboratively with colleagues to achieve organizational goals: solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda: supports and acts in accordance with final decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • 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 ExperienceA minimum of seven years of experience in supporting legal proceedings/procedures, conference servicing, general office support or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience working in a legal or judicial environment is desirable. Experience working in a Front Office environment is desirable. Experience in handling sensitive and confidential information is desirable. One (1) year or more of experience in data analytics or a 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).