Directorate Assistant (SRIUN)

Job Title: Directorate Assistant (SRIUN)

INTERPOL is the world’s largest international police organization, with 196 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime.

INTERPOL actively encourages applications from women and nationals of member countries that are currently unrepresented among our staff. Candidates from these countries are particularly encouraged to apply. INTERPOL’s recruitment process is merit-based hence all hiring decisions are made considering the applicant’s qualifications and the needs of the Organization.

Introduction of the Post

The Executive Directorate Partnerships and Planning (EDPP) is responsible for overseeing and coordinating the strategic portfolio of INTERPOL. The Office of the Special Representative of INTERPOL to the United Nations (SRIUN) is located in New York and its role is to raise awareness of INTERPOL’s tools and services, identify areas of common interest, and explore cooperation opportunities with the United Nations.

The post holder will provide secretariat and administrative assistance to the Special Representative of INTERPOL to the United Nations, manage day-to-day matters for the New York Directorate, and act as liaison to the UN and its Permanent Missions.

Primary Duties

DUTY 1 - Perform secretarial duties and provide administrative assistance for the Special Representative of INTERPOL to the United Nations

• Prepare missions of the Special Representative of INTERPOL to the UN.
• Deal with specific files at the request of the Special Representative.
• Be responsible for the agenda of the Special Representative.
• Research and provide information for the Office of the Special Representative of INTERPOL to the UN.
• Procure supplies and services for the Office.
• Perform any other administrative work necessary to ensure efficient functioning.
• Respect administrative instructions and deadlines.

DUTY 2 - Handle finances, procurement, and regular reporting for the SRIUN Office, and manage administrative relations with various Directorates

• Prepare financial reports and budget requests for the Office.
• Manage accounts, invoices and petty cash for the Office.
• Make requests to colleagues for administrative, budgetary, policy and other matters.
• Research and respond to queries directed to the Office.
• Coordinate to ensure the daily routine of the Office is efficient.
• Prepare and submit bi-weekly reports to the Secretary General.
• Act as the central administrative liaison point between the New York Office Directorate and other Directorates.
• Ensure the Office operates in accordance with all relevant administrative rules and procedures.

DUTY 3 - Provide support for all staff of the SRIUN Office

• Perform research and prepare materials as requested.
• Attend conferences, meetings and special sessions, and prepare notes and summaries.
• Draft documents related to the files of the Office.
• Handle files as requested by staff of the Office.
• Assist in preparation for meetings and conferences.
• Ensure the Office is visually presentable.
• Provide on ad hoc basis administrative support to the Head of Permanent Observer Office to UN Vienna.

DUTY 4 - Liaise with the United Nations Offices and Permanent Missions to the United Nations on behalf of the SRIUN Office

• Handle all protocol matters related to visitors and access to secure locations.
• Manage requests to UN service providers.
• Prepare materials for briefings to UN Member States and events.
• Liaise with staff of Permanent Missions to arrange meetings and respond to invitations.
• Make all arrangements for meetings INTERPOL hosts at the UN.

DUTY 5 - Prepare correspondence and documentation needed for the daily work of the Special Representative of INTERPOL to the UN

• Draft correspondence for the Special Representative.
• Incorporate necessary protocol requirements for official correspondence.
• Keep available all necessary materials for the Special Representative.
• Process all incoming and outgoing mails in the Office.
• Initiate appropriate action with respect to all requests and correspondence.

DUTY 6 - Other duties

• Act as principal liaison with IT staff for IT services to the New York Office.
• Provide solutions to basic technology challenges.
• Support the Secretary General and other high-level officials during missions to New York.
• Ensure working office space for use by the Secretary General and other high-level officials.
• Manage logistical and administrative arrangements for high-level visitors.
• Request and ensure timely receipt of INTERPOL documents and publications.
• May be exceptionally requested to go on mission.
• Accompany the Special Representative on mission when requested.
• Assist administratively before, during and after mission completion.
• Perform any other duties as required by the hierarchy.

Requirements

Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/tests. Any discrepancies found between the information stated in any of your application documents and the evidence of employment provided, will be considered misrepresentation and may lead to your disqualification.

Training/Education Required

• At least 2 years’ University Education in a relevant area.

Experience Required

• At least 3 years’ experience in a relevant area.
• At least 5 years’ experience in a relevant area is required if the candidate does not have the above-mentioned level of education.
• Previous experience assisting a Head of Office and/or a high-level official.
• Experience in another International Organization, particularly the United Nations, would be a strong asset.
• Experience in law enforcement would be considered an asset.

Languages

• Excellent command of the English language.
• Ability to read and understand French would be an additional asset.

Abilities Required

• Ability to draft professional correspondence and edit text for publication in English.
• Excellent command of office software (MS Office Suite, SAP).
• Knowledge of the United Nations.
• Ability to work in a team and to maintain good relations with members of the General Secretariat.
• Technology troubleshooting skills.
• Discretion, diplomacy, tact, rigour.
• Attention to detail and organizational skills.

Key skills/competency

• Administrative Support
• Secretarial Duties
• Office Management
• Event Planning
• Liaison
• Correspondence Drafting
• Financial Reporting
• Procurement
• United Nations Knowledge
• MS Office Suite Proficiency