Administrative Assistant

Consultant Admin

Overview

Monitor and manage legal affairs tasks efficiently in the office.

You have:

• High school or equivalent diploma is required. Technical or vocational certificate in administrative services, human resources, business administration or personnel management is a requirement.
• Minimum 5 years of experience, reduced to 3 years for applicants with 1st level university degree.
• Fluency in oral and written English is required. Knowledge of local language is desirable.
• Must be conversant with use of Excel and spreadsheets.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

• Effective monitoring of the generic email of the Legal Affairs section for efficiency of the office. - A well-organized legal section data base of cases/legal tasks handled and pending. - Effective tracking of work assigned and prioritization of cases as received. - A functional data base for easy retrieval and referral of matters and for planning of training purposes. - Consistent following up on legal pending matters with Legal officers so that nothing falls into the cracks of emails. - Tracking of submissions to DMS/ASG /relevant sections or with UNHQ for effective conclusion and provision of legal advice. - Easy follow up and reassignment of legal matters in cases of absences as a result of R&R, leave or any other absence of any of the legal officers. - Effective and efficient coordination with clients/sections and mission leadership. - Enhancement of the skills and capacity of the Administrative Assistant as a national of Somalia in management of administrative functions of a Legal Office."

Work Location

Mogadishu

Expected duration

3 months

Duties and Responsibilities

This Individual Contractor will be based in the Legal Affairs Section (LAS) in the Office of Assistant Secretary Genral (ASG) within the United National Support Office in Somalia (UNSOS) based on Mogadishu. The National Individual Contractor will be reporting to a designated Legal Officer within LAS. Role and Responsibilities: • Receives and tracks all work assignments: requests for legal advice to the legal office; verbal and written inquiries from internal and external parties, including providing information on processes and procedures related to specific legal activities. • Maintains a task allocation schedule for the legal officers; monitors and follows up legal officers for assignments to meet deadlines. • Receives and tracks all work assignments of the Section, including providing information on processes and procedures related to specific legal activities. He/She will maintain a task allocation schedule for the legal officers and the legal office data base as well as the filing system by setting up files/records and extracting key data from the database when required. • Maintains the Legal section's database and filing system; sets up and maintains reference files/records (electronic and paper); extracts the key data, text excerpts for categorization and indexing purposes and updates database; creates verious standard and non-standard statistical and other reports from various databases as may be required. • Drafts basic letters, memos or emails in response to requests, if entrusted. • Under supervision, may edit and conduct final check for accuracy of a variety of specialized legal documentation, Legal notes, Legal opinions, letters, Internal office Memoranda and similar documents, in line with the correspondence manual of the United Nations. • Researches and compiles legal materials for use in the preparation of legal opinions and for inclusion in studies and reports. • Under supervision, may review, summarize and index significant rulings, legal opinions, recommendations, etc. • Services various committees, hearings and other meetings; selects and compiles relevant background materials; assists in the preparation of relevant documents; attends meetings and drafts minutes/notes; monitors follow-up actions, etc. • Provides general office support services; drafts, edits, proofreads and finalizes for signature and/or process a variety of communications. • Schedules appointments/meetings, monitors deadlines, etc. • Performs various administrative duties, e.g. leave recording, request for office supplies and equipment, official travel arrangements and coordination. • May provide guidance/training to less experienced staff. • Performs other ad hoc duties as assigned by the Senior Legal Officer.

Qualifications/special skills

• High school or equivalent diploma is required. Technical or vocational certificate in administrative services, human resources, business administration or personnel management is a requirement. Must be conversant with use of Excel and spreadsheets. - Minimum 5 years of experience, reduced to 3 years for applicants with 1st level university degree

Languages

For the post advertised, fluency in oral and written English is required. Knowledge of local language is desirable.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Potential interview questions

Added 10 months ago - Updated 9 months ago - Source: careers.un.org