ADMINISTRATIVE ASSISTANT (ARCHIVES & RECORDS MANAGEMENT)

United Nations Logistic Base

岗位领域：行政人力 工作性质：实习

学历要求：本科及以上 岗位职级：其他

工作地点：KUWAIT 截止日期：21 January , 2025

岗位信息网址：https://careers.un.org/jobSearchDescription/251055?language=en

职位描述

Responsibilities

Within limits of delegated authority, the Administrative Assistant (Archives) will be responsible for the following duties:  Performs a wide range of office support and administrative functions. Assists in the electronic and paper filing and in developing documents in standard applications such as MS Word, Power point and Excel. Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.  Responds to complex information requests and inquiries (e.g. answers requests requiring    file search, etc.) Assists in the maintenance of KJSO HR’s SharePoint site by scanning, converting and posting a variety of documents onto the site.  Assists in the preparation of  presentation materials using appropriate technology/software.  Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; coordinates shipment arrangements, courier services, etc.  Participates in records management projects in KJSO, assembles records and creates electronic file lists in  preparation for records transfer and arranges for their transportation from offices to storage facilities. Generates    records inventories and maintains files (both paper and electronic)    and databases for work unit and performs data entry as required. Participates in electronic records accessioning by receiving and    processing requests to transfer records to the Archives and Records Management Section (ARMS). Assists in providing software and office equipment support.  Provides guidance to less experienced    staff on general office processes and procedures, computer applications, etc.  Performs other duties as assigned.

Competencies

PROFESSIONALISM:    Knowledge of general office and administrative support including    administrative policies, processes and procedures. 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 & 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

High school diploma or equivalent.

Job - Specific Qualification

Not available.

Work Experience

A  minimum of three (3) years of progressive experience in general    office support, administrative services or related area is required.    The minimum years of relevant experience is reduced to one (1) with a first-level university degree or equivalent. Experience in records management, archiving, information network administration or related  field is desirable. Experience within the United Nations Common  System or similar international organization is desirable. Experience with office software packages (MS Word, Excel, Power    Point etc.) is desirable.

Languages

English and French are the working languages of the United Nations  Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations    language is an advantage.

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