Oversight Assistant

Under the overall supervision of Head, Internal Oversight and Ethics Office (IOEO) and the direct supervision of IOEO Professional Officers, the incumbent will fulfil a variety of assistance duties in oversight and administrative support work for the office.

Under the overall supervision of Head, Internal Oversight and Ethics Office (IOEO) and the direct supervision of IOEO Professional Officers, the incumbent will fulfil a variety of assistance duties in oversight and administrative support work for the office as follows:

Assistance for Joint Inspection Unit Coordination (50%)

1. Assist in the coordination of all activities related to JIU projects, reports and recommendations including, preparing draft communications with JIU and concerned Divisions in IMO, setting up meetings, initiating periodical follow-up reviews of status of implementation of recommendations, maintaining the recommendations databases of IMO and JIU up-to-date, preparing draft recommendations status report to the management, and preparing statistical reports for inclusion in  Council and Assembly documents.
   
   

Oversight assistance (15%)

1. Assist IOEO Professional Officers in the conduct of oversight projects including gathering of essential information and statistics; organizing files, folders and working papers; carrying out oversight tests and analysis as instructed; and drawing conclusions on the analysis and tests performed.
2. Assist in the administration of Quality Assurance and Improvement Programme and peer reviews at IOEO.
3. Assist Head, IOEO in ensuring adequacy of documentation to support annual Statement of Internal Control attestation.

General administrative assistance (35%)

1. Research background materials to support drafting of letters, emails and memoranda, etc.
2. Draft correspondence in English, including letters, emails, and memoranda, etc.
3. Formate and proofread documents in English including, but not limited to oversight reports and policies. Prepare, map and/or document IOEO's adopted procedures.
4. Take notes and prepare minutes of meetings.
5. Prepare draft briefs and documents for IMO meetings.
6. Maintain all electronic document management and filing systems for all activities of the office.
7. Prepare requisitions, raise goods receipts, raise and complete travel in SAP ensuring all supporting documentation requirements are met.
8. Assist in the preparation of draft terms of reference, requirements definition, and procurement contracts for consultancy and other services.
9. Regularly monitor, update and maintain IOEO’s intranet site.
10. Coordinate with relevant offices to post publicly the IOEO annual activities report.
11. Coordinate with Travel Unit for staff and consultant travel arrangements
12. Arrange appointments and welcome visitors to the office
13. Perform other related duties within the Office and provide cover for staff, as may be required.

1. Thoroughness and meticulous attention to detail, ensuring accuracy of output.
2. Proactive and reliable approach, with demonstrated ability to organize and prioritize workloads and to work under pressure to tight deadlines.
3. Ability to interact harmoniously with staff at all levels and to work as a team, in an international environment.
4. Ability to maintain confidentiality and to deal tactfully in all situations and interactions.
5. Excellent oral and written communication skills in English. 

At least 5 years’ professional experience in oversight or administrative support work, preferably in the UN system or public sector.

 Secondary education or equivalent to university entrance standard.

Complete proficiency in English and ability to draft clearly and concisely is essential. Knowledge of any other UN language, particularly French or Spanish, would be an advantage.