Functional Title & Level:    Staff Assistant, GS-5
Duty Station:                        Port-au-Prince
Posting Period:                   1 – 15 April2022
Job Opening Number:        BINUH-VA-2022-002 (Reposted)

All applicants who consider themselves qualified and meeting the minimum requirements of this Vacancy Announcement (VA)should visit the websitefor the full version of the vacancy announcement at Offres d'emploi | BINUH (unmissions.org) and submit their fully completed and signed P11 via email at binuhrecruitmentteam@un.org.

Organizational Setting and Reporting

This position is located within the United Nations Integrated Office in Haiti (BINUH). The Staff Assistant reports to the Senior Staff Assistant in the Office of the Special Representative of the Secretary-General (SRSG).

Responsibilities

Within delegated authority, the Staff Assistant at the GL-5 level will be responsible for the following duties:

·Assists in the overall administration of the section/unit i.e. provides substantive and administrative assistance in managing priorities and work flow of the manager and of the work unit; assists in coordinating and monitoring of multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.

·Provides assistance in compiling and analyzing basic data from a variety of sources, summarizing and presenting conclusions for review by the manager.

·Serves as a communications link between supervisor O/Chief of Staff and senior staff; keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.

·Provides assistance in time management and scheduling on behalf of the manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.

·Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to the relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.

·Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.

·Provides assistance to the manager in preparing presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

·Provides assistance in improving administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.

·Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.), including protocol tasks as may be required.

·Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).

·Provides assistance to the Senior Staff Assistant in exercising quality-control functions for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.

·Assists the Senior Staff Assistant in maintaining the calendar and schedule of the SRSG; monitors changes and communicates relevant information to appropriate staff inside and outside the O/SRSG.

·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.

·Performs other duties as assigned.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of five (5) years of progressively responsible experience in the field in administrative services or other related area. Solid computer skills including proficiency in word processing and spreadsheets is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required. Knowledge of English is desirable. Fluency in Haitian Creole is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.