Personal Assistant to The Director of Legal Affairs

Client of United Nation careers

Responsibilities

• Maintains efficient organization of the Director s office, including handling his/her schedule, attendance records, files, duty and private plans; screens and prioritizes visitors and telephone callers and sets up meetings and interviews.
• Arranges supervisor s frequent missions, travel arrangements, briefing folders, visas and hotel reservations; provides long distance administrative support during his/her travel, updating him/her on matters requiring immediate attention.
• Controls and prioritizes a heavy inflow and outflow of documentation, exercising primary checks on their accuracy and completeness before submitting them to his/her supervisor.
• Receives, screens, logs and routes correspondence; researches and attaches necessary background information and maintains a follow up system for pending matters ensuring timely follow up of all tasks assigned by the supervisor, bringing urgent and pending matters to supervisor s attention, and produces follow up reports.
• Follows up actively on all instructions and decisions made by the Director to the Division Chiefs and Section Heads within the department or Field to make sure that the assigned tasks by the Director are accomplished within deadlines.
• Distributes special assignments to secretaries of the Department/Field, as required; proof-reads and clears correspondence originated by the Department staff and forwards them for the Director s signature.
• Prepares a schedule for supervisor s visitors from inside and outside the Agency and facilitates their mission in coordination with the Director and/or with concerned departments/ programs; liaises with government authorities, embassies and other UN organizations.
• May attend supervisor s meetings; prepares minutes and/or summaries of meetings and undertakes and monitors follow-up actions, when required.
• Drafts correspondence of an administrative nature, collaborates with staff to gather data and prepares regular and periodic operational and compliance reports.
• Coordinates with Budget Division on issues relating to budget; prepares special service agreement contracts and temporary assistance requests.

Competencies

• Planning and Organizing
• Learning and Researching
• Following Instructions and Procedures
• Coping with Pressure and Setbacks
• Relating and Networking

Education

• A university degree from an accredited educational institution in business administration, public relations or other related discipline.
• Office business training.

Work Experience

• At least three years of relevant experience, preferably in administration, human resources and/ or office management is required.
• Excellent knowledge in use of office computer applications such as word processing, spreadsheets, database and power point is required.
• Excellent command of spoken and written English and Arabic is required.
• Knowledge of the Agency s rules and regulations is desirable.
• Knowledge of other UN languages is desirable.
• Prior experience with other United Nations Organizations is desirable.