This position is located in the Office of the Staff Legal Assistance, Office of the Administration of Justice (Nairobi), the incumbent will report to the Chief of OSLA.
Responsibilities
Within delegated authority, the Staff Assistant will be responsible for the following duties:
- Independently handle a variety of relatively complex verbal and written inquiries from internal or external parties, including providing detailed information on processes and procedures related to disciplinary and appeal cases, etc.;
- Liaise with the Office of Administration of Justice including the United Nations Dispute and Appeals Tribunal Registries, and Legal Offices at the Secretariat and the Agencies, Funds and Programmes;
- Draft responses to routine correspondence, notes, and any other routine communications, as required;
- Edit and conduct final checks for accuracy and completeness of legal submissions, specialized documentation, legal publications, and related correspondence;
- Maintain files and databases, including by managing individual case files, ensuring that all related correspondence and other documentation are appropriately filed, registered and followed up;
- Maintain and update the OSLA database with case processes to ensure that the database accurately reflects the status of each at any given time;
- Schedule appointments/meetings; make arrangements for and coordinate video and teleconference activities;
- Prepare meeting minutes and monitor follow-up activities;
- Conduct basic research on assigned issues, using existing files and alternative sources (e.g. computer-assisted searches using the internet, intranet or other databases);
- Review, record, distribute and/or process mail and other documents;
- Follow up on impending actions and deadlines;
- Assist in the maintenance of a body of reference files;
- Generate a variety of standard and non-standard statistical and other reports from databases; -Assist in the upkeep of the website;
- Perform a variety of administrative duties including processing travel requests and related documents, preparing travel claims, requests for office supplies and equipment, etc.;
- Assist in the archiving of documents; -Assist in managing the caseload and files of individual Legal Officers at Headquarters and in the field as required;
- Perform other related duties as required.
Competencies
- PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
- Completion of high school diploma or equivalent is required.
- Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment
- Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
- The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
- A minimum of five years of progressively responsible experience in general office support or related area is required.
- Experience in paralegal work is desirable.
- Experience using Adobe Pro DC, Excel, Microsoft Teams, SAP or similar applications is
- desirable.
