Staff Assistant

2 months ago

مصر, Egypt United Nations Full time

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 140 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.

This position is located in the UNDRR Regional Office for Arab States in Cairo. The incumbent reports to the Associate Administrative Officer.

**Responsibilities**:
Under the supervision of the Associate Administrative Officer, the Staff Assistant will be responsible for the following duties:

- Provide direct assistance to the Chief of Office, and performs, under mínimal supervision, full range of office management and administrative support functions. Assists in the development of office administrative systems and procedures.
- Maintains liaison with the Programme Officers in the Office and in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the branch’s outputs, products, tasks, etc.
- Provides assistance in the coordination of Office-wide activities (meetings, training, etc.), special projects and events.
- Attends meetings, prepares minutes, and monitors follow-up activities.
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Ensures smooth and efficient information flow within the branch; prepares and processes confidential information.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Assists in the preparation of presentation materials using appropriate technology/software.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
- Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
- Maintains files (both paper and electronic) and databases for work unit.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
- Performs other duties as assigned by the supervisor.

Competencies

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 the 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.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of five (5) years of work experience in administrative services or other related area is required.

A minimum of two (2) years of work experience in providing support to programme development, implementation and management is desirable.

A minimum of two (2) years of work experience in organizing and handling all necessary arrangements for official receptions and/or technical meetings is desirable.

Experience in administrative functions within the United Nations System or similar international organization is desirable.

Languages
English and French are the working l

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