Administrative Assistant (various posts) (local recruitment)

VACANCY NOTICE NO : 2291

DEADLINE FOR APPLICATION : 19 March 2024

4 day(s) until closing deadline - Currently accepting applications POST

Administrative Assistant (various posts) (local recruitment) GRADE

G5 DUTY STATION

Geneva, Switzerland COMMENCEMENT OF DUTY

To be determined NATURE OF APPOINTMENT

Fixed-term - 2 years ORGANIZATIONAL UNIT

Linguistic, Conference and Common Services (LCC) Division

Governance Services Department WMO is committed to achieving diversity and a balanced workforce. Applications are welcome from qualified women and men, including those with disabilities. The statutory retirement age after 1 January 2014 is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

DUTIES AND RESPONSIBILITIES

Under the overall supervision of the Director, LCC in the Governance Services Department and within limits of delegated authority, the incumbent will perform the following duties :

• Ensures smooth and efficient information flow between the service platform and clients; prepares and processes confidential information; assists in the development of office administrative systems and procedures;
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style, and makes sure that they are in line with the internal rules and regulations;
• Responds or drafts responses to a wide range of correspondence and other communications; uses the Microsoft 365 suite of products to produce a wide variety of large, complex documents and reports;
• Provides assistance in the coordination of corporate activities, special projects and events;
• Independently maintains and updates relevant data and keeps stakeholders updated on relevant activities;
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing / administrative support to various sessions of commissions and other bodies;
• Attends meetings, prepares minutes, monitors follow-up activities;
• Responds to information requests and inquiries from clients;
• Assists in the preparation of presentation materials using appropriate technology / software;
• Provides specialized support to clients (e.g., web publishing, editing, desktop publishing, etc.);
• Carries out other relevant duties, as required.

QUALIFICATIONS

Education

Completed secondary school education or equivalent secretarial, commercial or technical studies with corresponding diploma.

Experience

A minimum of five (5) years of progressively responsible experience in general office support or similar administrative functions.

Other requirements

Demonstrated ability to work with Microsoft 365 applications (Word, Excel, PowerPoint, SharePoint), and Oracle applications. Experience creating and updating web pages and databases as well as tracking budgets. Excellent communication and diplomatic skills as well as tact and sensitivity. Sense of initiative and ability to work with minimum supervision. Strong planning and organizational skills and familiarity with the administrative procedures and processes of an international organization. Ability to draft and produce correspondence and documents, to manage workloads within a multi-structured environment and to pay attention to detail. Ability to work in a multicultural environment and to foster diversity and team spirit.

Languages

Excellent knowledge of English (both oral and written). Knowledge of French is desirable. Knowledge of other official languages of the Organization would be an advantage.

Note : The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.) Possibility of renewal subject to the availability of funds and pending satisfactory performance after an initial probationary period of one year which can be extended up to a maximum of two years. SALARY Annual net base salary on initial appointment and after deduction for staff assessment is : 78,737 Additional Information :

Only applicants in whom WMO has a further interest will be contacted.

Shortlisted candidates may be required to sit a written assessment and / or an interview.

Date of issue of vacancy notice : 5 March 2024