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Administrative Support Specialist
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This role is situated within the Analytical Support and Sanctions Monitoring Team, addressing resolutions related to ISIL (Da'esh), Al-Qaida, and the Taliban, and their associated individuals and entities. The position functions under the guidance of the Security Council Subsidiary Organs Branch (SCSOB) within the Security Council Affairs Division (SCAD) of the Department of Political and Peacebuilding Affairs (DPPA), United Nations.
The incumbent will report directly to the Team Leader of the Systems Team within the Special Political Mission.
Key ResponsibilitiesWithin the scope of delegated authority, the Administrative Support Specialist will undertake the following duties:
- Provide comprehensive office management and administrative support, typically assisting a senior officer or manager overseeing a significant program.
- Maintain communication with the Executive Office and senior officials regarding ongoing programs and administrative matters; monitor processes and schedules related to the unit's outputs.
- Facilitate smooth information flow within the unit; prepare and handle confidential information; assist in developing office administrative systems and procedures.
- Research, compile, and summarize background materials for reports, briefs, and presentations.
- Assist in coordinating service-wide activities, special projects, and events.
- Orient new staff on relevant administrative procedures and provide general assistance to other office support staff as needed.
- Attend meetings, prepare minutes, and monitor follow-up activities.
- Draft responses to a wide range of correspondence and communications; utilize standard word processing software to produce complex documents and reports.
- Manage and update internal databases; support website management; generate various reports from databases.
- Conduct quality control for outgoing documents; proofread and edit texts for adherence to format and style.
- Respond to complex information requests and inquiries.
- Assist in preparing presentation materials using appropriate technology.
- Maintain calendars and schedules; communicate relevant information to appropriate staff.
- Perform various administrative duties, including leave recording, meeting organization, and processing administrative requests.
- Maintain both paper and electronic files and databases for the work unit.
- Execute other duties as assigned.
Professionalism: Demonstrates knowledge of general office and administrative support, showing pride in work and achievements; is efficient in meeting commitments and deadlines.
Teamwork: Collaborates effectively with colleagues to achieve organizational goals; values others' ideas and expertise.
Planning & Organizing: Develops clear goals consistent with agreed strategies; prioritizes activities and allocates resources efficiently.
EducationA high school diploma or equivalent is required.
Work ExperienceA minimum of five years of experience in general office support or a related area is required. Relevant experience may be reduced to three years for candidates with a first-level university degree or higher. Experience in managing confidential information and databases is essential, while experience in managing website content is desirable.
LanguagesFluency in oral and written English is required. Knowledge of another official United Nations language is an asset.
AssessmentEvaluation of qualified candidates may include an assessment exercise followed by a competency-based interview.
Special NoticeThis position is temporarily available. Selection will be administered as a temporary assignment for internal candidates.
The United Nations is committed to creating a diverse and inclusive environment. All employment decisions are made based on qualifications and organizational needs.
