Legal Assistant,
New York (G-4)
Office of Legal Affairs
Closing date: Thursday, 10 August 2017
Responsibilities
Within the limits of delegated authority, the Legal Assistant will be responsible for the following duties:
•Complies and organizes legal information and legal reference materials from various sources for legal reports, work plans, studies, briefings, meetings/conferences, etc.
•Provides general office support services; drafts, edits, proofreads and finalizes for signature and/or process a variety of legal correspondence and other legal communications.
•Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. on legal matters.
•Handles, or refers to the appropriate legal officer, a variety of verbal and written inquiries from internal and external parties, including providing information on processes and procedures related to specific legal activities, instruments, etc.
•Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers legal and other inquiries to appropriate personnel for handling.
•Assists in the preparation of legal documents for electronic storage, access and circulation/publication, including document scanning and conversion, review of content and extraction of key data and text excerpts for categorization and indexing purposes, etc.
•Sets up and maintains legal reference files/records (electronic and paper) for the work unit.
•Updates and maintains large distribution lists; monitors, prepares and distributes various legal materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
•Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
•Performs other duties in support of the legal work of the division, as assigned.
Competencies•Complies and organizes legal information and legal reference materials from various sources for legal reports, work plans, studies, briefings, meetings/conferences, etc.
•Provides general office support services; drafts, edits, proofreads and finalizes for signature and/or process a variety of legal correspondence and other legal communications.
•Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. on legal matters.
•Handles, or refers to the appropriate legal officer, a variety of verbal and written inquiries from internal and external parties, including providing information on processes and procedures related to specific legal activities, instruments, etc.
•Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers legal and other inquiries to appropriate personnel for handling.
•Assists in the preparation of legal documents for electronic storage, access and circulation/publication, including document scanning and conversion, review of content and extraction of key data and text excerpts for categorization and indexing purposes, etc.
•Sets up and maintains legal reference files/records (electronic and paper) for the work unit.
•Updates and maintains large distribution lists; monitors, prepares and distributes various legal materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
•Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
•Performs other duties in support of the legal work of the division, as assigned.
•Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•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.
Education•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•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.
High school diploma or equivalent.
Work Experience
A minimum of 3 years of experience in paralegal work, conference servicing, general office support or related area is required. Experience working in a legal setting is desirable. Experience working in an international organization or international corporation is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.