Assistant to Chair Council – G06

This position is located within the Office of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs

This is a support-type position providing administrative, program and/or technical assistance. (

Note:

these responsibilities and expected results are standardized, and are not necessarily performed by all staff members sharing this job title):
The Assistant to the Chair of the Permanent Council is responsible for duties which include the following:

• 1. Take full responsibility for the efficient organization and functioning of the Office of the Chair of the Permanent Council, including but not limited to the implementation of GS/OAS administrative rules, regulations, procedures and practices, and coordinating work activities with other support staff, if any, in consultation with his/her supervisor.
• 2. Provide information on issues based on background material; researching and providing background documentation/information in anticipation of the Chair and/or Supervisor's questions and information needs, identifying and highlighting issues in documents requiring action by the supervisor and/or other staff in the area of work; ensuring that target dates and deadlines are met, reminding the Supervisor, professional and support staff of such, ensuring that correspondence and queries are responded to in a timely manner, as well as verifying that outgoing correspondence is presented in accordance to GS/OAS style and quality standards prior to submitting for signature and clearance as appropriate;
  
  ensuring that technical reports and documents are in line with OAS standards, rules, and practices, editing and correcting them as necessary.
• 3. Perform secretarial duties, including drafting general or administrative correspondence on own initiative or on the basis of instructions, and finalizing correspondence; preparing Letters and Memoranda of Agreement and preparing presentations using Power Point and other software packages, including but not limited to quarterly, semi-anual and anual reports of the Permanent Council, and its Subsidiary Organs; developing and maintaining databases and lists;
  
  requesting information from other areas within and outside the Office, and agencies and institutions as instructed.
• 4. In coordination with the Administrative Management Section (AMS), prepare administrative forms and actions for the obligation of funds, contract, purchasing of materials and supplies and process payments including monitoring funds availability for activities, projects/ programs as it relates to the OSGAPC, ensuring compliance with rules and regulations and that all financial records/files are complete and maintained up to date.
• 5. Maintain and/or ensure that the area of work filing system is maintained on a regular basis and in a timely manner, ensuring that all technical documents are available, controlling access to confidential documents, and obtaining relevant documents as required.
• 6. Organize and/or oversee organization meetings, workshops, seminars, etc., as requested by the Chair of the Permanent Council., e.g. drafting agenda, list of participants, letters of invitation, ensuring that briefings and participants' files are prepared and readily available, meeting rooms are reserved, travel arrangements and reservations are processed in due time, etc; attending meetings to take notes and drafting minutes when required;
  
  during meetings, to provide or ensure that secretarial support is available;
• 7. During meetings of the Permanent Council and its committees provide secretarial support to Committee Secretaries by taking detailed notes and updating the language of draft resolutions in situ.
• 8. Screen and receive visitors and telephone calls with tact and discretion, coordinating the daily agenda of the Chair of the Permanent Council, answering queries and/or redirecting visitors/callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
• 9. Convene and coordinate staff meetings and ad hoc meetings, including preparing and circulating agenda with background information, as appropriate, attending meetings and drafting minutes.
• 10. Provide administrative and logistical support to activities of the Office of the Chair of the Permanent Council and the OSGAPC, including coordination with the Office of Protocol, DCMM and AMS for events, supplies, materials and ceremonial needs as required.
• 11. Within the delegated authority,…