Senior Staff Assistant

vor 2 Wochen

Wien, Wien, Österreich United Nations Vollzeit

The United Nations Office for Outer Space Affairs (UNOOSA) represents the United Nations in advancing international cooperation in the exploration and peaceful uses of outer space for economic, social and scientific development, in particular for the benefit of developing countries.


This position is located in the Office of the Director (OD) of UNOOSA and the incumbent and reports directly to the Director, UNOOSA.


Responsibilities:

Within assigned authority, the Senior Staff Assistant will perform the following specific duties:

  • Provide substantive and administrative support in managing priorities and workflow of the Director. Coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a time manner.
  • Serve as a communications link between the Director and staff. On behalf of the Director, keep others informed by conveying directives, reports, status updates and other relevant information. Bring sensitive and urgent matters to the attention of the Director.
  • Take full responsibility for time management and scheduling, on behalf of the Director, with appropriate consultation, as required. Effectively prioritize and resolve related conflicts and competing demands.
  • Undertake representational duties on behalf of the Director, to include serving as first point of contact and liaison with senior officials, internally and externally.
  • Screen and prioritize all incoming correspondence. Compile relevant background documents and references. Identify issues requiring the Director's attention and refer others to the relevant officer(s) for appropriate disposition. Monitor and follow up on actions to be taken.
  • Support the Director in presentations to intergovernmental bodies and other meetings; request and coordinate with designated Officers the preparation of briefing notes, statements, background documents, and other documents needed by the Director.
  • Supervise work of support staff in other sections of the Office as it pertains to deliverables for which the Director's engagement is needed; establish priorities and deadlines, assign work and review outputs upon completion; train office support staff in administrative, protocol and other relevant procedures.
  • Exercise quality control function for all outgoing documents; review and proofread correspondence for adherence for format, grammar, punctuation and style; guide staff on the corrections to be implemented prior to their transmission to the Director for signature and request the transmission of the signed correspondence and documents.
  • Prepare, process and classify confidential information.
  • Independently handle a wide range of complex information requests and inquiries (e.g. answer requests); respond or draft responses to a diverse range of correspondence and other communications.
  • Establish/improve administrative procedures and systems to ensure smooth functioning of the Office, including filing (paper and electronic) systems.
  • Organize official receptions and meetings for the Director, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). Coordinate with other staff on other events/receptions/meetings for which the Director engagement is necessary.
  • Use standard word processing package to produce a wide variety of large, complex documents and reports.
  • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assist with visualizations and updating information material such as web pages or brochures.
  • If designated, act as alternate Certifying Officer for the Office.
  • Perform other workrelated duties as required.
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 twoway communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • Planning& 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

Experience in handling confidential and sensitive information is required.

Experience in handling mail and registry operations, archiving and management of electronic records is required.

Work experience with an E

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