Org. Setting and Reporting
This position is located in the Office of the Chief, Research and Trend Analysis Branch (RAB), Division for Policy Analysis and Public Affairs (DPA). The incumbent will work under the direct supervision of the Chief, RAB.
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The Staff Assistant will be responsible for the following duties:
•Perform, under minimal supervision, the full range of office management and administrative support functions; provide direct assistance to the Chief, RAB, maintain the calendar/schedules of the Chief, monitor change and communicate relevant information to appropriate staff inside and outside of the Branch; coordinate tasking of assignments on behalf of the Chief.
•Maintain liaison with relevant programme offices/sections/branches and divisions regarding on-going programmes and other administrative matters as they relate to the responsibilities of the Office of the Chief, RAB; monitor processes and schedules related to the Branch’s outputs, products and tasks.
•Ensure smooth and efficient information flow within the Branch; prepare and process confidential information; assist in the development of office administrative systems and procedures.
•Respond or draft responses for the signature of senior officials to a wide range of correspondence and other communications; respond to complex information requests and inquiries; research, compile and summarize background materials for use in preparation of reports, briefs, speeches, work plans and studies.
•Carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style; monitor and maintain the Branch’s reference/identifying numbers system to facilitate retrieval; may provide some editorial support to the Branch.
•Act as the administrative focal point for the Branch, i.e. serve as the Branch’s primary timekeeper; enter, maintain and certify administrative data and records for time and attendance, performance appraisals, in electronic information systems; provide advice and guidance to team members with respect to administrative procedures, processes and practices; initiate, process, monitor, review and follow-up on actions related to the administration of the Branch’s human resource activities, ensuring consistency in the application of regulations and procedures; maintain and review organizational staffing tables.
•Perform a variety of other administrative duties (e.g. operational travel plan, physical space planning, leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications); maintain files (both paper and electronic); act as authorized buyer for procurement of goods and services (including orders exceeding $4000); organize and coordinate the administrative arrangements and work of office support staff within the Branch in providing servicing/administrative support to meetings, expert groups, special projects and events.
•Act as focal point for the Branch’s interactions with all service units (Information Technology Service, Security and Safety Service, Human Resources Management Service, General Support Section and Building Management Services).
•Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required.
•Perform other work-related duties as assigned.
•Professionalism: Has 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.
•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& 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.
High school diploma or equivalent.Work Experience
Minimum of five years of work experience in general office support, administrative services or related area is required. Proficiency in Microsoft Office applications is required. Working experience in ERP based systems (such as SAP/ Umoja) is highly desirable. Experience with United Nations’ or other similar international organization’s human resources rules 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 another official United Nations language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.Special Notice
• This part-time position is temporarily available until 06 August 2019. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• 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.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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. 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.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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
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.