Staff Assistant (Public Information), G5
Overview
The Staff Assistant (Public Information) will assist in managing the Visitors Service, perform administrative and budgetary actions, and provide operational support for tours and lectures.
Key Responsibilities
- Assist in managing the Visitors Service, ensuring smooth information flow and preparing confidential information.
- Perform administrative and budgetary actions using UN enterprise applications, including payment and contract administration, petty cash, and purchasing.
- Provide in-person operational support to tour and lecture operations, conduct online booking and payments, and perform tour dispatching or conduct guided tours if needed.
- Provide coordination support to the VS Lecture Programme, liaising with external clients and speakers.
- Respond to information requests, draft correspondence, and maintain files and records.
- Serve as VS focal point for administrative support, including liaison with offices, management of equipment, and database maintenance.
- Assist in recruitment and training of Tour Guides and monitoring their work.
- Assist in promoting the Visitors Service, liaising with commercial partners, coordinating promotional events, and supporting social media campaigns.
- Attend meetings, prepare minutes, and monitor follow-up activities.
- Assist with data collection, analysis, and preparation of presentations and reports.
- Assist with visualizations and updating information material such as web pages or brochures.
Required Experience
A minimum of five (5) years of work experience in general office support, administration, programme support, or a related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Work experience in external communications, public outreach or visitor service within an international organization, public institution or similar environment is required. Work experience using an Enterprise Resource Planning (ERP) system for administrative, financial, procurement, contract management, or related processes is required. Work experience supporting revenue-generating activities, including sales order processing, invoicing, revenue tracking, or customer account management, is desirable. Working experience with the ERP systems (such as SAP/Umoja) is desirable. Work experience with online ticketing, scheduling, or customer relationship management systems is desirable.
Qualifications
High school diploma or equivalent is required.