Administrative Assistant

United Nations Support Office in Somalia

Result of ServiceA well organized legal section which tracks work and can prioritize cases as received. A functional data base for easy retrieval and referral of matters. Consistent following up on legal pending matters with DMS/ASG /relevant sections or with UNHQ. Easy follow up on legal matters in cases of absences as a result of R&R, leave or any other absence of any of the legal officers Work LocationMogadishu Expected duration3 Months Duties and ResponsibilitiesOrganizational setting and reporting relationships: The position is located in the United Nations Support Office in Somalia (UNSOS), Somalia. The incumbent will be based in Mogadishu and reports to the Legal Officer. Duties and Responsibilities: Within the delegated authority, the Administrative Assistant will be responsible for the following duties: • 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 track 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 office data base and filing system; sets up and maintains reference files/records (electronic and paper); can extract key data and update database; text excerpts for categorization and indexing purposes; creates as necessary, generates a variety of standard and non-standard statistical and other reports from various databases as may be required. • Ability to draft basic letters, memos or emails in response to requests. • Under supervision, may edit and conduct final check for accuracy of a variety of specialized legal documentation, Legal notes, Legal opinions, letters, Internal office Memorandums, and Note verbales in line with the correspondence manual of the United Nations. • Can research 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 correspondence and other communications. • Schedules appointments/meetings, monitors deadlines, etc. • Performs a variety of 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 skillsList of competencies: •Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit's business operations and objectives. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. •Planning & Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. •Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings At least 5 years of progressively responsible experience within the United Nations Administration of Justice system or the private sector in paralegal work, Legal assistance or administrative support in legal chambers/Law firms, Courts of law or Legal Tribunals. Education 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. Work Experience At least 5 years of progressively responsible experience within the United Nations Administration of Justice system or the private sector in paralegal work, Legal assistance or administrative support in legal chambers/Law firms, Courts of law or Legal Tribunals. LanguagesFluency in English (both written and spoken) is required. Additional InformationNot available. No FeeTHE 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.