Org. Setting and Reporting
The post is located in the Office of the Chief (OC), Terrorism Prevention Branch (TPB), Division for Treaty Affairs (DTA). The incumbent will work under the direct supervision of the Chief, TPB.
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Within assigned authority, the incumbent will perform the following specific duties:
•Assist in the overall administration of the Branch, i.e. provide substantive and administrative support in managing priorities and work flow of the supervisor and of the work unit; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
•Compile and analyze basic data from a variety of sources summarizing and presenting conclusions for review by the supervisor.
•Serve as a communications link between the supervisor and senior staff; on behalf of the supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor.
•Take full responsibility for time management and scheduling on behalf of the supervisor with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands.
•Undertake representational duties on behalf of the supervisor, to include serving as first point of contact and liaison with senior officials internally and externally.
•Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify issues requiring the supervisor’s attention and refer others to the relevant officer for appropriate disposition; monitor and follow-up on actions to be taken.
•Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the supervisor.
•Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); respond, or draft responses, to a diverse range of correspondence and other communications.
•Support the supervisor in presentations to intergovernmental bodies and other meetings, research issues, prepare briefing notes, slides and subject files, gather relevant documentation, etc.
•Establish/improve administrative procedures and systems to ensure smooth functioning of the Branch, including filing (paper and electronic) systems.
•Organize official receptions, meetings, etc., handle all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
•Prepare, process and classify confidential information.
•Handle a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
•Exercise quality control function for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
•Use standard word processing package to produce a wide variety of large, complex documents and reports.
•Manage, update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases.
•Performs other work-related duties as assigned.
Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures. Has knowledge and ability to perform a broad range of administrative functions. Has the ability to maintain accurate records, review and interpret a wide variety of data. Has the ability to identify issues, analyse and participate in the resolution of issues/problems. Has the ability to conduct independent research and analysis, has knowledge in the use of various research sources, including electronic sources on the internet, intranet and other databases. Has the ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other’s 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 accomplishment and accepts joint responsibility for team shortcomings.
High school diploma or equivalent is required.Work Experience
A minimum of seven years of experience in administrative assistance, and general office support services or related area is required.
Experience in working with an ERP system is required.
Experience in working with SAP/Umoja is desirable.
Work experience with advanced software applications (Lotus Notes, Excel, MS Word etc.) is desirable.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the 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.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.
Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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.