Staff Assistant

UN Atlas; Genf; Hybrid; CHF 80,000 - 100,000; Full time

Job summary

United Nations Conference on Trade and Development (UNCTAD) in Geneva seeks a Staff Assistant to provide comprehensive office management and administrative support within the eTrade Initiatives Section. The role involves handling consultancy contracts, travel arrangements for participants, and procurement, with responsibilities spanning documentation, databases, website updates, and reporting.

Reporting to the Chief of the eTrade Initiatives, the staff member will assist in orienting new staff,

Qualifications

• High school diploma or equivalent is required.
• At least five years of general office support experience is required.
• Experience with ERP software and recruitment platforms is desirable.

Responsibilities

• Prepare consultancy contracts, travel arrangements, and procurement.
• Liaise with Executive Office and units on programs and admin matters.
• Ensure efficient information flow and assist in admin systems development.
• Coordinate service-wide activities, special projects, and events.
• Orient new staff and assist other support staff; attend meetings and take minutes.
• Proofread, edit, and assist with presentation materials; manage calendars and databases.
• Maintain files, update the website, produce reports, and handle travel claims and visas.

Skills

Professionalism

Teamwork

Planning & Organizing

Administrative support

Office management

Communication

Database management

Document production

Quality control

Meeting coordination

Education

High school diploma or equivalent

Tools

UMOJA ERP

Inspira recruitment platform

Job description

Organizational context:

This position is within the eTrade Initiatives Section of the E-Commerce and Digital Economy Branch, Division on Technology and Logistics at the United Nations Conference on Trade and Development (UNCTAD) in Geneva. The Staff Assistant reports directly to the Chief of the eTrade Initiatives Section, supporting the section's operations and administrative functions.

Job purpose:

The Staff Assistant provides comprehensive office management and administrative support under minimal supervision. This includes managing consultancy contracts, travel arrangements for participants, and procurement processes. The role is crucial for ensuring smooth information flow, maintaining administrative systems, and coordinating service-wide activities, special projects, and events. The Staff Assistant also assists in orienting new staff, preparing meeting minutes, drafting correspondence, managing databases, updating the website, and ensuring the quality of outgoing documents. This support is vital for the efficient operation of the eTrade Initiatives Section and its contribution to UNCTAD's mandate.

Responsibilities:

• The Staff Assistant is responsible for performing a full range of office management and administrative support functions, including preparing consultancy contracts, travel arrangements for participants, and procurement.
• They will liaise with the Executive Office and other units on ongoing programs and administrative matters, monitoring processes and schedules for unit outputs.
• Key duties include ensuring efficient information flow, processing confidential information, and assisting in the development of administrative systems.
• The role involves coordinating service-wide activities, special projects, and events, as well as orienting new staff and assisting other support staff.
• Responsibilities also include attending meetings, preparing minutes, monitoring follow-up actions, responding to correspondence, producing complex documents, managing and updating databases, updating the website, and generating reports.
• Quality control of outgoing documents, proofreading, editing, and assisting with presentation materials are also required.
• The Staff Assistant will maintain calendars, monitor changes, and communicate relevant information.
• They will perform various administrative duties such as leave recording, meeting organization, reservations, and ordering supplies, including processing administrative requests like travel claims and visa applications.
• Maintaining files and databases is also a core responsibility.

Education:

A high school diploma or equivalent is required for this position.

Work experience:

A minimum of five years of experience in general office support or a related area is required. Experience in technical cooperation, ERP software (e.g., UMOJA), and recruitment platforms (e.g., Inspira) is desirable.

Skills:

Professionalism, Teamwork, Planning & Organizing, administrative support, office management, communication, database management, document production, quality control, meeting coordination.

Required languages:

English

Desired languages:

Arabic, Russian, Chinese, French, Spanish