SPECIAL ASSISTANT, ADMINISTRATION

  • Added Date: Friday, 10 January 2020
  • Deadline Date: Sunday, 23 February 2020

Org. Setting and Reporting

This position is located in the Office of the Director of Administration, United Nations Office at Geneva (UNOG). The incumbent reports directly to the Director of Administration.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

Administration and management of the Office of the Director of Administration (ODOA)

•Serves as point of entry for all incoming correspondence
•Drafts, or supervises the drafting of, substantive correspondence, memoranda, notes verbales and other communications for the Director of Administration or, if applicable, for the Director-General’s signature, including material of a confidential nature.
•Leads in the formulation and implementation of the ODOA workplan and budget, including monitoring progress against targets.
•Provides guidance and direction for the development and issuance of communication materials of the ODOA.
•Assists in planning and organizing the Director of Administration’s missions, provides advice, prepares talking points and background materials, as necessary; accompanies the Director of Administration, as requested.
•Contributes to the continuous development and strengthening of office procedures and practices by reviewing working methods, consulting with relevant staff within the Office, and implementing best practices.
•Contributes to compilation and drafting of correspondence, memoranda and other recommendations relating to the full range of human resources and budgetary issues for the ODOA.
•Serves as focal point for audit matters. Acts as focal point for selecting UNOG-wide contributions to evaluations and reports to Departments at United Nations Headquarters (UNHQ), liaising with UNOG and UNHQ and drafting relevant elements, as necessary.
•Supervises General Service staff, as necessary.
•Serves as Certifying Officer, including in UMOJA, for the ODOA.
•Carries out other ad hoc tasks, as may be required by the Director of Administration


Support and policy advice

•Provides dedicated support and policy advice to the Director of Administration in the discharge of his/her responsibilities.
•Identifies emerging issues and monitors trends relating to the Director of Administration’s duties and responsibilities, undertakes research and provides analysis and recommendations on possible action.
•Contributes to strategic and policy planning, including reviewing, coordinating and preparing policy notes, formulating options to address complex issues and developing strategic proposals.
•Provides policy advice and support to the Director of Administration in connection with meetings, including contributing to compilation of background notes, briefing papers and talking points, as well as preparing notes on the meetings and as required, drafting reports/notes to the Director-General and/or senior UN officials on the results, including providing advice on any recommendations in this respect.
•Participates in meetings, conferences and seminars on issues relating to the Division of Administration mandate, keeps the Director of Administration abreast of developments and provides recommendations on possible action.
•As requested, contributes to the planning and preparation of UNOG and Division of Administration townhalls, assists with the preparation of official visits, including, as necessary, providing background material and talking points.
•Prepares summaries, meeting minutes, and monitors follow-up action points.

Coordination, liaison support and advice

•Acts as Secretary of the Division of Administration Service Chief Meetings, and other meetings.
•As requested, represents the ODOA on UNOG-wide taskforces and working groups.
•Maintains liaison with counterparts within the UN system, other international organizations, Permanent Missions, and other stakeholders.
•Liaises with the Special Assistant to the Director-General and the ODOA Service Chiefs to ensure quality and timely submission of talking points, briefing notes, etc. to the Director-General.

Competencies

Professionalism: Knowledge of administrative policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Proven writing skills. Good knowledge of the work of the United Nations is essential. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

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.

Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Advanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, management, law, or other relevant field is required.
A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of 7 years of experience in administration, policy-making, finance, accounting, human resources management or related field is required.
Experience working with senior officials is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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. 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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 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.

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