Senior Administrative Assistant (GS-5)

Principal Functions

Under the general direction Head, Language Services Branch and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Senior Administrative Assistant performs the following duties;

 

1. Secretary to Head of Branch.
   
   
   1. Provide secretarial support by drafting and finalising correspondence for signature; proof-read and correct correspondence, reports, format, spelling and grammar. Take minutes/records of meetings. Maintain calendar with regard to meetings and the scheduling of appointments. Organise business travel, accommodation and itineraries following established procedures. Receive and escort visitors from Reception for meetings, as well as LSB new staff members. Format reports, studies, including tables, spreadsheets and graphs. Compile and prepare statistics for internal and external meetings. Create presentation slides and charts; and compile the presentation reports for international and local meetings of IAMLADP and similar groups. Update LSB Job Descriptions, maintain staff/personnel files, follow up on annual staff appraisals (PMDS for LSB staff) in association with Head of Branch.

 

2. Secretarial Support to Language Services Branch.
   
   
   1. Initiate follow-up and coordinate administration matters ensuring appropriate internal forms are available. Respond to queries and act as focal point for Branch information, and forward queries to appropriate parties within the Branch. Receive and distribute the mail following OPCW procedures. Fill in all incoming and outgoing mail in CMS and Branch registers/logs. Maintain administrative files and office records. Collate related requests and order office supplies for the LSB Branch. Update data on Branch Share Point portal;
   2. Support related to interpretation services: schedule online technical briefings; provide support material for interpreters’ preparation upon request; carry out ad hoc tasks as requested by Head of Branch with regards to interpretation support;
   3. Support related to translation services: acknowledge receipt and forward requests for ad hoc/unofficial and confidential translations on behalf of Head of Branch.

    

   3. General.
      
      
      1. Responsible for maintaining internal attendance logs (LSB Staff at a glance; FWAs and other administrative data related to attendance.). Responsible for organising access issues for LSB fixed term staff. Responsible for the safe-keeping, administration and distribution of electronic dictation and transcription equipment within PMO and other OPCW branches.

    

   4. Backup duties.
      
      
      1. Acts as a backup in the absence of the Senior Finance and Administrative Assistant and the Senior Reference Assistant. This requires general understanding of financial and administrative procedures as well as document referencing procedures.
      
      

      Knowledge and Experience

      Education

      Essential

      High School Diploma or equivalent of higher secondary education.

      Desirable:

      Additional secretarial training would be an asset.

      
      

      Experience

      Essential

      At least 4 years of secretarial experience, preferably in an international environment.

       

      Desirable

      Work experience within the UN common system or similar international organisation would be an asset.

      
      

      Skills and Abilities (key competencies):

      1. Advanced skills in using modern personal computer equipment are essential, including in-depth knowledge of Windows-based word processing, database and spreadsheet applications;
      2. Ability to plan, organise and manage conflicting priorities;
      3. Strong analytical and problem solving skills;
      4. Tact; accuracy, discretion and respect for confidentiality;
      5. Flexibility and ability to work under pressure;
      6. Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural environment.
      
      

      Language Requirements

      Full command of the English language is essential, at the native or near-native level, and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian and Spanish) is desirable.