Senior Administrative Assistant - OIO (GS-5)

Principal Functions

Under the supervision of the Director, Internal Oversight, 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:

Processing & Prioritising of Communications, Drafting Documents and Presentations

1. To send, receive, log and review all incoming and outgoing correspondence;
2. To attach the necessary background information and maintain a follow-up system on the documentation under Director’s signature and main documents issued from the Office of Internal Oversight;
3. To copy the information to the relevant parties, internal and external. Prepare documents for filing and keep a systems record following policies and knowledge management concepts;
4. To highlight matters of particular importance or urgency for the Director on time;
5. To prioritise correspondence and draft replies for Director's signature, or own;
6. To draft presentations and documents on a variety of issues, some of which are highly sensitive or confidential;
7. To collect all relevant data, format and prepare complex annual reports to Members States;
8. To prepare correspondence according to established procedures;
9. To maintain all files in coordination with the professional staff of the OIO. To keep the register lists of contact data for delegates and business contacts updated and available. Compile and maintain documents for reference purposes;
10. As Document Control Officer for the office receives logs and is responsible for files of classified documents, ensuring that the policy on classified documents is strictly followed;
11. Maintains overview of projects within the OIO Secretariat, keeping the Director informed of the status.
    Selects and makes pertinent abstracts and undertakes searches for information, giving special support for Internal Investigations topics;
12. To also act as Document Controller of the Quality System Documents and establish and maintain the Registry of the OIO;
13. To act as a point of liaison with the OPCW External Auditors and prepare relevant financial information and reports for their consideration;
14. Drafting OIO complex documents as requested for review by Director, OIO;
15. Ensuring efficient and effective business travel and accommodations have been arranged for Director, OIO and professional staff when implementing the OIO Annual Training Plan;
16. To plan and coordinate with the facilitator (Delegate) the OIO Annual Summary Report the organisation of the informal consultations;
17. To review and follow-up the minutes of the ABAF, the EC and the CSP and take note of the observations/recommendations relating to the OIO and ensuring close follow-up for implementing the recommendations;
18. To review and ensure close follow-up of the timely issuance of the quarterly reports relating to the implementation of the OIO recommendations, in coordination within the OIO teams;
19. To review and ensure close follow-up of the information needed for Internal Investigations in coordination with the SEIQAO and the Director of the Office of Internal Oversight;
20. To organize, under the supervision of the D/OIO and the professional staff of the OIO, the trainings conducted by the OIO, ensuring all the communications, materials, consultants and locations, including the coordination with other areas of the TS are secured and delivered.

Other Communications

1. To place and screen telephone calls for the Director and answer queries from delegates and other staff members with discretion and maintaining confidentiality;
2. To make appointments for (when requested by D/OIO or by any of the professional staff in OIO) and maintain the calendar of the Director updated;
3. To inform the Director of daily/weekly key appointments and travel. To prepare briefing or background materials for the appointments when requested;
4. Act as an administrator of the team chats under the official virtual collaboration tool, ensuring it is updated and with the proper information;
5. Publish all the content received from D/OIO or OIO teams on OIO intranet site.

To collaborate with the Internal Audit Assistant in keeping track of the budget of the OIO

1. To maintain annually the Budget File of OIO and ensure adequate classification of all financial and budget information;
2. To assist the Head of Programme (QAM) in the budget implementation;
3. To coordinate with IA assistant OIO and Budget and Finance Branch in order to ensure that the monthly budget status information match the information kept by the OIO.

Duties relating to the Administration of the Division

1. To ensure frequent meetings between the Director and other staff within the division are held in order to maintain the flow of information and enhance better communication;
2. Provide direct assistance and carry out administrative duties and general processing function, including answering telephone enquiries, directing incoming correspondence to appropriate office members, writing outgoing correspondence, establishing and maintaining office files, scheduling appointments, preparing requisitions when the expenses are related to D/OIO and/or general expenses of the office, and other administrative documents;
3. To carry out systematic review of formatting of OIO reports and outgoing correspondence before circulating;
4. To ensure the maintenance and update of the Leave Records Database and leave status of staff members of the OIO can quickly be retrieved. Ensure all leaves are documented and approved. Issuance of leave records to staff members at least twice a year.

Other Duties

1. To review Director’s e-mail and anticipate response or action required, only under D/OIO request;
2. To act as focal point within the Secretariat for information about the work of the OIO;
3. To log tickets to keep and maintain office supplies and maintenance of OIO offices and IT needs.

Knowledge and Experience

Education

Essential 

High School Diploma or equivalent Diploma of higher secondary education.

Desirable

Additional training in Auditing, Business Administration, IT.

Experience

Essential

1. At least 4 years of progressively responsible and related experience in providing administrative support to a variety of teams at the same time (including but not exclusively finance, administration, auditing or similar);
2. Have shown flexibility to work simultaneously in a variety of tasks related to organization and communication.

Desirable

Previous secretarial/administrative experience within an international organisation would be a strong asset.

Skills and Abilities (key competencies)

1. Self-motivating approach to work with solid time management skills;
2. The ability to be flexible and approach goals with determination and persistence;
3. Excellent communication skills – thoughtful, diplomatic and customer oriented;
4. Solid writing skills - ability to draft in a clear and concise manner;
5. Strong analytical and problem-solving skills;
6. Strong planning and organisational skills;
   Quick learning ability;
7. Computer literacy – including full efficiency in MS tools (including Word, PowerPoint, Excel), MS Teams and Outlook features;
8. Tact, accuracy, discretion and respect for confidentiality;
9. Team work: helpful, supportive communication with management and peers;
10. Collaborative approach in structured job environment;
11. Ability to work harmoniously in a multi-cultural environment and independently with minimum supervision.

Other Skills

Interest in gender, diversity and inclusion matters.

Language Requirements

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.