Administrative Assistant (Staff Council) - (GS-4)

Principal Functions

Reporting to the Chairperson of the Staff Council and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Administrative Assistant (Staff Council) performs the following duties:

RESPONSIBILITIES

Under the supervision and guidance of the Chairperson of the Staff Association, provide administrative support to the Staff Council:

1. To support the preparation and running of Staff Council meetings including the timely distribution of documents and to take minutes of meetings;
2. To provide project-management and coordination support to the sub-committees of the Staff Council in line with project plans and key milestones as instructed by the Chair or other members of the Staff Council;
3. To manage and when instructed draft Staff Council communications (both paper-based and electronic in SharePoint, MS Teams, email, etc.);
4. To manage Staff Council records including email inbox, archives, MS Access database and SharePoint repository;
5. Serve as the initial point of contact between the Staff Council and staff members (in person, or remotely);
6. To draft and maintain Staff Council related correspondence under the guidance of the Chair of the Staff Council and create and update the appropriate templates;
7. To register and manage financial movements, legal cases and produce basic financial and descriptive statistical reports on this matters and other activities of the Staff Council;
8. To undertake other general administrative tasks as necessary including arrangements for travel, reservations, processing HR documents;
9. To maintain confidentiality and discretion in regards of legal cases or information shared with the Staff Council in confidence;
10. Any other duties as deemed appropriate for the post.

Knowledge and Experience

Education

Essential

High School diploma or equivalent diploma of higher secondary education.

Desirable 

Relevant completed training regarding to digital database management, experienced in managing SharePoint and knowledgeable about General Data sharing and Protection Regulation.

Experience

Essential

At least three years of general administrative experience

Desirable 

Familiarity with, or work experience within, an international organisation or an NGO specifically focused on administrative tasks, event organisation, promotion or financial bookkeeping.

Skills and Abilities (key competencies)

Essential

1. Highly efficient, with ability to multi-task;
2. Ability to plan and organise
3. Exceptional tact and discretion and strong customer-service orientation;
4. The ability to work quick yet accurate
5. Proactive approach to your work;
6. Solid proven software knowledge (e.g. MS Office applications (desirable SharePoint, MS Teams, MS Access, MS Outlook)).

Desirable 

Ability to understand the essence of a complex issue and ability to draft key points on a new topic would be an asset.

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.