SENIOR STAFF ASSISTANT (EXECUTIVE ASSOCIATE)

Org. Setting and ReportingThe United Nations General Assembly resolution 71/251 established the Technology Bank for the Least Developed Countries and adopted its Charter on 23 December 2016. The objectives of the Technology Bank are : (a) To strengthen the science, technology and innovation capacity of least developed countries, including the capacity to identify, absorb, develop, integrate and scale up the deployment of technologies and innovations, including indigenous ones, as well as the capacity to address and manage intellectual property rights issues; (b) To promote the development and implementation of national and regional science, technology and innovation strategies; (c) To strengthen partnerships among science, technology and innovation-related public entities and with the private sector; (d) To promote cooperation among all stakeholders involved in science, technology and innovation, including researchers, research institutions and public and private sector entities, within and between least developed countries, as well as with their counterparts in other countries; (e) To promote and facilitate the identification and utilization of and access to appropriate technologies by the least developed countries, as well as their transfer to the least developed countries, while respecting intellectual property rights and fostering the national and regional capacity of the least developed countries for the effective utilization of technology in order to bring about transformative change. For more information, please see https://www.un.org/technologybank/ ResponsibilitiesWithin the delegated authority and under the supervision of the Managing Director (MD), Executive Associate will be responsible for the following duties: ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE EXECUTIVE OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS: • Ensures effective and efficient functioning of the UN TBLDC Executive Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. • Maintains the MD's calendar, contacts high-ranking visitors, arrangement of appointments and meetings, taking minutes of staff and other meeting as required. • Maintains protocol procedures. • Manages the MD`s missions and representation schedule, including ticket, accommodation, approval on UMOJA system, security clearance on system, official communication to relevant stakeholders, filing of Back to Office Reports etc. • Maintains repositories of high-level partner contact lists and ensure a regular update. • Prepares correspondence, on behalf of the MD for his/her signature and ensuring delivery and any other follow-up when required. • Serves as focal point for all incoming and outgoing communications, including coordinating the submission of inputs and talking points and being the focal point for internal meetings involving the MD. • Reviews and enters in a database all incoming mail, bringing urgent matters to the MD’s attention immediately, with background documentation. • Translates routine correspondence from Turkish to English when necessary. • Independently drafts documents, reviews, edits, and proofreads documents, such as notes, memoranda, letters, talking points, etc. *submitted for the signature of the MD, paying particular attention to accuracy, grammar, punctuation and style and for adherence to established standards of format. • Responds to or prepares routine correspondence and other communications. • Prepares relevant background material and documents for meetings and conferences in which the MD is involved and communicates information to appropriate participants. • Liaise with programme team to prepare talking points and commentaries for MD as required for missions and engagements. • Liaises with participants of meetings in which the MD is involved. • Undertakes all administrative functions pertaining to the MD’s needs. • Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies. • Coordinates the information flow in the office, follow up on circulation files. • Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the MD. • Screens all incoming calls and correspondence. • Shares the agenda of the MD daily with concerned units and focal points and ensure daily coordination. • Ensures that all related logistics to the Executive Office is well functioning, including IT related, electricity, AC, etc. in coordination with related departments. • Handles the visa requests, ground passes and registration procedures for the MD`s official travels. • Engage on an ongoing basis with Members of the Council, UN-OHRLLS, Embassies from LDC and Donor countries to set up meetings for the MD and follow-up on related matters. • Upload content on website related to the MD’s speaking engagements and mission travel as well as leverage social media to profile the work of UN TBLDC. • Responds to ad-hoc requests of the MD. GENERAL ADMINISTRATION: • Provides guidance, training and daily supervision to other general service staff in the area of responsibility. • Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate. • Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. • Draft Terms of Reference for the recruitment of consultants and individual contractors (CIC) for the Executive Office ensuring consistency in the application of UN rules and procedures, generating CIC job openings in Inspira, share the candidate profile with the Hiring Manager and prepare selection documents. • Monitor contracts of the consultants and individual contractors hired for the Executive Office, perform service entries upon the completion of the service and submit payment documents to the Administrative Unit. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Able to perform analysis, modelling and interpretation of data in support of decision-making. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 the 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. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of ten (10) years of progressively responsible experience in executive office functions, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Experience in UN or similar international organization operating procedures and in a front office is desirable. Experience with an Executive Office is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required and fluency in Turkish is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAppointment to this post is limited to service within the UN TBLDC. TBLDC is an independent UN entity to the UN Secretariat; candidates been recommended through this Job Opening will not be rostered by UN Secretariat. An appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. United Nations ConsiderationsAccording 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE 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.