Responsibilities

• Independently performs the full range of office management and administrative support functions in the ERSKI Division; provides direct assistance to the Director, her/his office, a senior officer or manager responsible for a major programme, such as a branch or division.
• Maintains liaison with the Director and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products or tasks.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information with discretion; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches.
• Provides assistance in the coordination of service-wide activities such as meetings, training, special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes, monitors follow-up activities.
• Supports Director’s preparation on key issues in line with the Division’s priorities; responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Responds to complex information requests and inquiries.
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to unit (e.g. technology support, editing, desktop publishing).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications).
• Maintains files (both paper and electronic) and databases for work unit.
• 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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level degree or higher.
• Experience in drafting and editing correspondence, as well as preparing accurate and concise meeting notes using Microsoft Office applications, is required.
• Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required.
• Experience working in a front office is desirable.
• Experience working with United Nations System and/or other similar international organizations is desirable.
• A minimum of one (1) year or more of experience in data analytics or related area is desirable