Staff Assistant

hace 2 semanas

Santiago de Chile United Nations A tiempo completo

This position is located in the Information Communications Technologies Section, Division of Administration. The Staff Assistant reports to the Chief of the Section.

**Responsibilities**:
Under the direct supervision of the Chief of the Section of Information Technologies and Communications, the Staff Assistant will be responsible for the following duties:

- Performs, under mínimal supervision, the full range of office management and administrative support functions.
- Manages, updates, and further develops internal databases; updates websites; generates a variety of standard and non-standard statistical and other reports from various databases.
- Ensures smooth and efficient information flow within the section; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Researches, compiles, and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Researches, compiles, and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
- Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
- Orients new staff about relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff by providing meetings servicing/administrative support to various sessions of commissions and other bodies.
- Attends meetings, prepares minutes, monitors follow-up activities.
- Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
- Manages, updates, and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence to the format, grammar, punctuation, and style.
- Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
- Assists in the preparation of presentation materials using appropriate technology/software.
- Assists in providing software and office equipment support.
- Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the section.
- Maintains files (both paper and electronic) and databases of the section.
- Preparing and/or processing administrative requests/documents in SAP (e.g. IC contracts, shopping carts, low-value acquisitions, payments, sales and service orders, travel requests, etc.)
- Monitors processes and schedules related to the section's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc., to ensure compliance with relevant legal, financial, and other requirements.
- Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
- Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- Performs other duties as assigned.
- Assists 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.
- Assists with visualizations and updating information material such as web pages or brochures.

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 audience; demonstrates openness in sharing information and keeping people informed.
- 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 a final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent is required.

Work Experience
At least five (5) years of experience in general office support or related area is required.

Experience in using Enterprise Resource Planning Systems (ERP) for administrative processes and services such as SAP is required.

Practical experience in procurement processes for the acquisition of ICT goods and se

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