Administrative Assistant, G6

Overview

Provide day-to-day administrative and organizational support to the Executive Office of the Secretary-General. Assist in ensuring the smooth functioning of the front office, including coordinating appointments, meetings, telephone calls, visitors and official engagements.

Key Responsibilities

• Provide day-to-day administrative and organizational support to the Executive Office of the Secretary-General.
• Assist in ensuring the smooth functioning of the front office, including coordinating appointments, meetings, telephone calls, visitors and official engagements.
• Receive and appropriately direct senior officials, representatives of Member States, diplomatic representatives and other visitors to the Executive Office.
• Maintain a professional and well-organized Executive Office environment and ensure that requests requiring the attention of senior officials are appropriately identified, prioritized and referred.
• Exercise sound judgement and discretion when handling confidential, politically sensitive or time-sensitive information.
• Maintain cognizance of the requirements of working in an Executive Office, including protocol, confidentiality, institutional sensitivities, seniority and appropriate channels of communication.
• Assist with administrative preparations for meetings involving the Secretary-General, senior management, delegations and external stakeholders.
• Prepare meeting folders, background materials, briefing packs and other documentation as requested.
• Receive, register, review and appropriately route incoming correspondence addressed to the Executive Office and the Secretary-General.
• Assist in the preparation, formatting, proofreading and processing of official correspondence, memoranda, notes, letters and other Executive Office documentation.
• Ensure that correspondence is processed in accordance with established institutional procedures and standards.
• Maintain appropriate tracking systems for incoming and outgoing correspondence, including action required, responsible officer, deadlines and completion status.
• Follow up on outstanding correspondence and requests and ensure that completed actions are appropriately recorded and filed.
• Assist in maintaining templates and standardized formats for Executive Office correspondence and documentation.
• Ensure accuracy and consistency in names, titles, institutional references, dates, addresses and protocol terminology used in official communications.
• Establish and maintain a structured, reliable and confidential filing and records-management system for the Executive Office.
• Maintain electronic and, where required, physical files in accordance with established records-management practices.
• Ensure that Executive Office files are clearly categorized, consistently named, indexed and readily retrievable by authorized personnel.
• Maintain appropriate filing structures for correspondence, Member State communications, meetings, missions, invitations, briefing materials, official engagements, decisions and other Executive Office records.
• Ensure timely filing of incoming and outgoing correspondence and supporting documentation to maintain a complete institutional record.
• Monitor the completeness of files and follow up for missing documents, attachments, approvals, background material or final signed copies.
• Maintain document registers, correspondence logs and other tracking mechanisms necessary for effective record keeping.
• Support the transition toward efficient electronic records management, including standardized folder structures, naming conventions, document version control and archiving procedures.
• Ensure that draft, final, signed and superseded versions of documents are appropriately distinguished and maintained.
• Assist with periodic review and archiving of Executive Office records in accordance with ISA policies and applicable retention requirements.
• Protect confidential and restricted records from unauthorized access, disclosure, alteration or loss.
• Ensure continuity of Executive Office records so that information can be efficiently retrieved for institutional, administrative or historical reference.
• Provide administrative support for official visits, courtesy calls and meetings involving representatives of Member States, senior government officials, diplomatic missions, international organizations and other high-level interlocutors.
• Maintain updated contact information for relevant diplomatic missions, Member State representatives and institutional counterparts.
• Ensure that names, titles and forms of address are accurately reflected in Executive Office correspondence and meeting documentation.
• Assist with visitor coordination and protocol arrangements as directed.
• Liaise professionally and courteously with internal and external stakeholders on matters related to the Executive Office.
• Provide administrative support in connection with official missions undertaken by the Secretary-General and other Executive Office personnel.
• Assist with preparation and organization of mission files, programmes, itineraries, contact details, briefing folders and relevant correspondence.
• Liaise with internal offices, host organizations, Permanent Missions and other counterparts regarding administrative and logistical arrangements, as required.
• Maintain complete electronic mission folders containing programmes, correspondence, briefings, meeting records and other relevant documentation.
• Assist with post-mission filing and follow-up to ensure institutional records are complete.
• Perform other duties as required by the Secretary General, Chief de Cabinet, and Office Manager.

Required Experience

A minimum of seven (7) years of progressively responsible experience in administrative support, office administration, executive office support or a related area is required. The minimum is reduced to five (5) years for candidates with a first-level university degree or higher. Experience providing administrative support to senior officials, including coordinating schedules, meetings, correspondence and competing priorities, is required. Experience in official correspondence, records management and document tracking is required. Experience in an international organization, diplomatic mission, government institution or comparable environment, including protocol and liaison with senior officials, is desirable. Experience supporting official missions or travel, including itineraries, mission files and logistical coordination, is desirable.

Qualifications

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Other Details