Administrative Assistant

This position is located in the Office of the Regional Ombudsman based in Santiago. This Office is part of the Office of the United Nations Ombudsman and Mediation Services (UNOMS) which provides independent, confidential and neutral dispute resolution services to UN staff in the Global Secretariat. The incumbent reports directly to the Regional Ombudsmam. Responsibilities: Under the general authority of the Regional Ombudsman, the Administrative Assistant will be responsible for the following duties: 1. Research:
- Research and compile relevant information from data and other reference materials as required by the Regional Ombudsman;
- Assist in the preparation of a variety of reports, presentations, tables, lists, statistics and diagrams, as well as presentations on informal resolution and conflict competence; 2. Information Management:
- Receive and log in corlogs all new cases and relevant information in the Unit's database;
- Establish and maintain the filing system and reference unit of the Branch;
- Format new spreadsheets and database files and keep them up-to-date;
- Interact with other Regional Offices and Headquarters, including on Unite Connections, to collaborate on projects and ensure exchange of information;
- Assist in preserving the confidentiality of all information exchanged and kept by the Branch; 3. Finance and Budget:
- Assist in the preparation and review of financial resource proposals/requirements. Consolidate budget/work programme with respect to Headquarters' budget;
- Monitor expenditures and compare with approved budget; prepare adjustments if necessary; 4. Administrative support:
- Maintain the calendar, travel plan and schedule of appointments of the Regional Ombudsman;
- Draft routine correspondence to respond to inquiries with respect to relevant administrative and personnel matters;
- Record changes on personnel actions with administrative services;
- Provide information and advice to the Regional Ombudsman regarding entitlements and administrative procedures;
- Perform other related administrative duties as required. Competencies
- 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.
- Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education High school diploma or equivalent is required. Work Experience A minimum of seven years of progressively responsible experience in administrative services, office and information management, finance and budget or related area is required. Experience in providing management assistance to senior officials is desirable. Experience working within the United Nations system or a similar international organization is desirable. Languages English and French are the working languages of the United Nations Secretariat; Spanish is a working language in ECLAC. For the position advertised, fluency in English is required; and fluency in Spanish is required. Knowledge of another official United Nations language is an advantage. NOTE: ‘’Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand) and ‘’Knowledge of’’ equals a rating of ‘’confident’’ in two of the four areas. Assessment Special Notice United Nations Considerations Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED