ADMINISTRATIVE ASSISTANT

  • Added Date: Friday, 30 December 2016
  • Deadline Date: Saturday, 28 January 2017

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Special Notice

Recruitment for this position is done on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with the established rules and procedures. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

Org. Setting and Reporting

The United Nations Human Settlements Programme (UN-Habitat) is the agency for human settlements mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat helps the urban poor by transforming cities into safer and healthier places with better opportunities. It works with organizations at every level, including all spheres of government, civil society and the private sector. This post is located in the Global Water Operators Partnership Alliance Secretariat in the Urban Basic Services Branch. Under the overall guidance of the Coordinator, Urban Basic Services Branch, UN-Habitat, and direct supervision of Head of the GWOPA Secretariat, the incumbent will provide a wide range of communication and administrative support to the Staff of GWOPA. The incumbent will perform the following tasks:

Responsibilities

COMMUNICATIONS ASSISTANT FUNCTIONS:
a)Maintains content of the GWOPA website, social media and other communication platforms (in English, French and Spanish)
b)Prepares news items, press releases, newsletters and features in collaboration with substantive colleagues and gathers information from external sources
c)Supports the GWOPA Secretariat to liaise with press and media partners to publish content as required
d)Manages the Secretariat contact databases including: mailing lists, web-users and business contacts
e)Ensures Secretariat reporting (to Advisory Board, donors, UN-Habitat headquarters) by gathering information and drafting reports as requested and in collaboration with the Head of the Secretariat
f)Assists the Programme Officers to design, edit and launch tools and guidance material aimed at Alliance members and stakeholders, including managing translations, reviews, and proofreading as required
g)Ensures GWOPA/UN-Habitat’s presence at relevant international events by coordinating stands and promotional material as requested by event organizers
GENERAL ADMINISTRATIVE FUNCTIONS:
a)Performs a wide range of office support and administrative functions including assisting in the preparation of presentation materials using appropriate technology/software, maintaining calendar/schedules, and circulating information
b)Maintains the GWOPA Secretariat filing system up-to-date and complete in line with Un-Habitat rules and regulations. Advises other staff within the GWOPA Secretariat on filing processes
c)Performs general administrative tasks such as procurement of goods, arrangements for meetings and other events, logistics in support of the Secretariat’s work
d)Supports the Secretariat in the recruitment processes for consultants and interns/trainees by preparing classification, INSPIRA posts and other related actions including organizing interview panels
e)Assists the Secretariat to process Agreements of Cooperation with Implementing Partners, Memoranda of Understanding and Sub-contracts by ensuring requisite documentation is raised, including in Umoja
f)Supports with processing of payments to consultants, implementing partners and other vendors as required

OTHER DUTIES:
a)Be responsible for general maintenance of office IT equipment, e.g. photocopiers, printers, and IT assets
b)Supports office archiving, video conferencing services, computer applications, etc. as required
c)Performs other relevant duties as required

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently

Education

High school diploma or equivalent. Supplementary training or technical qualification in communication, journalism or administrative services is an asset. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away.from Headquarter.

Work Experience

A minimum of 5 years of experience in programme or project communication and/or administration work at international level and a proven familiarity with communication tools and basic administrative process such as reporting or administrative services. Experience in international cooperation working at the local level or in technical cooperation is an asset. Experience in the United Nations systems or other international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required. 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.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is archived.

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