Org. Setting and Reporting
This position is located in the Mediation Support Unit (MSU) of the Policy and Mediation Division of the Department of Political and Peacebuilding Affairs (PMD/DPPA).
MSU serves as a system-wide resource that assists the mediation and dialogue initiatives of the UN and provides technical and operational support of mediation and dialogue processes; capacity-building; and mediation guidance, lessons learned and comparative analysis.
The incumbent reports to the Chief and/or Team Leader of the Mediation Support Unit (MSU).
Under the overall supervision of the Chief and/or Team Leader of the MSU, and within delegated authority, the Team Assistant will be responsible for the following duties:
Provide administrative, organizational and secretarial support to the MSU, which includes, but is not limited to the following: (a) provide general office support; (b) provide administrative support to MSU team members as well as the members of the DPA Standby Team of Senior Mediation Advisers; (c) support in making travel arrangements (e.g. travel authorization and visa/UNLP requests, hotel booking, security clearance, travel claims as well as facilitation of standby team deployments); (d) follow up on consultant contracts and payments and keep track of budget allocations; (e) respond or draft responses to a wide range of correspondence and other communications with other departments/offices and outside entities; (f) proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established format standards; (g) handle routine administrative tasks, such as screening visitors and telephone calls, making room reservations, organizing meetings; (h) serve as a back-up for the other assistants when needed; and (i) perform other duties as assigned. Provide communication support by: (a) liaising with officials in other units of the Department and ensuring the timely preparation and submission to the Director of reports, talking points and briefing materials for the Under-Secretary-General; (b) liaising on a regular basis with the EOSG, OUSG, and other departments/offices as well as permanent missions to share/obtain information relating to the work of the Department; (c) research, extract and compile basic information/data required for a variety of meetings, appointments and reference; (d) collect, organize and disseminate relevant UN and media information for use by the MSU team; and (e) ensure smooth and efficient information flow within the Unit.
•PROFESSIONALISM: 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. 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.
•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.
High school diploma or equivalent.Work Experience
A minimum of three years of experience in general office support or related area is required. Experience working in an international organization is desirable. Administrative experience preparing travel arrangements including short-notice deployments is desireable. Experience with the administration of consultants and individual contractors 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 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.Special Notice
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.
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.
Priority consideration for this job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station specified in the job opening, and hold a permanent, continuing or fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position. Other candidates who are exceptionally considered and selected for this job opening may only be employed on the basis of a temporary appointment.
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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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.