Result of Service
The Staff Council Assistant is expected to effectively deliver a broad range of administrative, logistical and organizational support functions with accuracy, discretion and professionalism. Expected results include:
Timely and well-organized support to Staff Council meetings, activities and initiatives;
Accurate preparation and handling of correspondence, minutes, reports and communication materials;
Effective follow-up on pending actions and deadlines;
Proper maintenance of files, records, contact lists and reference materials;
Responsive and service-oriented support to staff queries and Council requirements;
Consistent support to the smooth functioning, continuity and institutional effectiveness of the Staff Council.
Duties and Responsibilities
The Staff Council Assistant may be responsible for the following duties:
Performs a wide range of office support and administrative functions in support of the Staff Council.
Assists in the preparation, drafting, formatting and proofreading of routine and non-routine correspondence, notices, announcements, minutes, reports, presentations and other written materials related to the work of the Staff Council.
Supports the organization and coordination of Staff Council meetings, assemblies, consultations, briefings, outreach activities and other related events, including scheduling, preparation and circulation of documentation, and follow-up on logistical arrangements.
Monitors and follows up on pending actions, deadlines, responses and deliverables arising from meetings, initiatives, consultations and ongoing matters under the responsibility of the Staff Council.
Maintains calendars, schedules and workplans related to the activities of the Staff Council, ensuring that relevant updates and changes are communicated in a timely manner.
Researches, compiles and organizes information and reference materials from various sources for reports, background notes, meetings, presentations, briefings and other Staff Council activities.
Prepares, updates and maintains records, files, databases, mailing lists, contact lists and other information resources relevant to the work of the Staff Council, both in paper and electronic format.
Assists in the preparation, dissemination and administrative handling of staff surveys, consultations and questionnaires, including support in consolidating and organizing responses and related materials.
Provides administrative and logistical support for meetings with staff members, management representatives and other relevant stakeholders, as applicable.
Responds to routine queries and requests for information from staff members and, where necessary, refers matters to the appropriate Staff Council representative for further action.
Supports the dissemination of Staff Council communications through appropriate channels, including email distribution lists, newsletters, notices, presentations and other internal communication tools.
Assists in maintaining and updating information materials, shared repositories, websites or other communication and collaboration platforms, as applicable.
Assists in the preparation of presentation materials, summaries, briefing notes and background documentation using appropriate office technology and software.
Performs data entry, extraction and basic analysis functions to support reporting, planning, communication, knowledge management and decision-making by the Staff Council.
Reviews, records, distributes and/or processes incoming and outgoing correspondence and documentation, and follows up on impending actions.
Provides support for administrative processes related to meetings, reservations, travel, procurement, service requests and other operational requirements of the Staff Council, as applicable and in accordance with relevant rules and procedures.
Coordinates, as required, with relevant internal offices and service providers in support of the Council’s activities.
Assists in ensuring that documents, communications and outputs are accurate, well-presented and aligned with applicable institutional standards.
Performs other related duties as assigned.
Qualifications/special skills
Recognised 1st level degree is required in lieu of the work experience. Experience in general office support or related area is required. 1 year or more of experience in data analytics or related area is desirable.
Languages
Fluency in Spanish and knowledge of English are required.