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Administrative Support Specialist
2 months ago
This role is situated within the Office of the Under Secretary-General (OUSG) in the Office of Internal Oversight Services (OIOS).
The Administrative Support Specialist will report directly to the Under Secretary-General via the Chief of OUSG. OIOS operates independently, reporting to both the Secretary-General and the General Assembly.
OIOS consists of three key divisions: the Internal Audit Division (IAD), the Inspection and Evaluation Division (IED), and the Investigations Division (ID), with personnel stationed at Headquarters, various offices, and Peacekeeping Missions.
Key ResponsibilitiesWithin the scope of delegated authority, the Administrative Support Specialist may be tasked with the following duties:
- Provide secretarial support to the USG, including drafting memoranda, scheduling appointments, and assisting in the preparation of briefing materials for meetings.
- Gather and analyze fundamental data from diverse sources, summarizing findings for the USG's review.
- Act as a communication conduit between the USG and senior staff, ensuring timely dissemination of directives, reports, and status updates; highlight urgent matters for the USG's attention.
- Manage time and scheduling for the USG, prioritizing tasks and resolving conflicts effectively.
- Represent the USG in various capacities, serving as the primary contact for senior officials both internally and externally.
- Screen and prioritize incoming correspondence, compile necessary background documents, and identify issues needing the USG's focus.
- Research and summarize materials for reports, briefs, and speeches.
- Handle a wide range of complex inquiries and correspondence independently.
- Assist the USG in preparing for presentations to intergovernmental bodies, including researching topics and creating briefing notes.
- Establish and enhance administrative processes to ensure efficient operation of OIOS.
- Prepare and manage confidential information.
- Oversee various administrative tasks such as travel arrangements, visa applications, and conference room bookings.
- Ensure quality control for all outgoing documents, proofreading for adherence to established standards.
- Maintain and update internal databases and generate reports as needed.
- Support data collection and analysis for presentations and reports.
- Perform additional duties as assigned.
Professionalism:
Demonstrates knowledge of office and administrative support practices, showing pride in work and achieving results efficiently.
Communication:
Communicates clearly and effectively, tailoring messages to suit the audience and fostering two-way communication.
Planning & Organizing:
Sets clear goals aligned with strategies, prioritizes tasks, and allocates resources effectively while anticipating risks.
EducationA high school diploma or equivalent is required.
Work Experience
A minimum of seven years of progressively responsible experience in office support or administration is essential. Experience supporting senior officials in the United Nations or a similar public sector organization is required. Proficiency in word processing, spreadsheets, and presentation software is necessary. Experience with Enterprise Resource Planning (ERP) systems is desirable, as is experience in data analytics.
LanguagesFluency in English is required; knowledge of another UN official language is an advantage.
Assessment
Qualified candidates may undergo an assessment exercise followed by a competency-based interview.
Special Notice
This position is financed by the Regular Budget and is subject to local recruitment policies. Staff members are expected to adhere to the highest standards of efficiency, competence, and integrity.
