Team Assistant

  • Added Date: Friday, 29 May 2020
  • Deadline Date: Saturday, 27 June 2020

Org. Setting and Reporting

This position is located in the Independent Evaluation Section (IES), Office of the Executive Director (OED), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Deputy Chief and overall guidance of the Chief of the Section.

For more information on UNODC, please visit the website www.unodc.org

Responsibilities

Within assigned authority the Team Assistant will be responsible for the following duties:

•Provide secretarial, administrative and logistical support for the Section, including all evaluation activities (e.g. recruitment, processing of payment of consultants/evaluators, travel arrangements for IES staff as well as consultants/evaluators, meeting arrangements, monitoring of follow-up actions etc.);

•Perform a wide range of office support and administrative functions (e.g. arrangements for meetings and other events, room reservations, screen phone calls, printing of documentation, etc.), including preparing and/or processing administrative requests/documents (e.g. low value requisitions, purchase orders, travel requests, contracts, payments, visa applications, etc.);

•Provide administrative support with the database on evaluation consultants as well as in the recruitment process of evaluators;

•Provide a wide range of administrative and secretarial assistance to the Chief and Deputy Chief of the Section, including arrangement for meetings, preparation of background materials, mission travel, maintenance of the calendar, etc.;

•Proofread, edit and format a wide range of documents, including all In-Depth Evaluation Reports and Independent Project Evaluation Reports;

•Prepare, organize and facilitate regular staff meetings; assist in drafting the minutes and disseminate meeting-related documents;

•Research, compile and organize information and reference materials from various sources for reports, work plans, briefings, meetings etc.;

•Assist as a back-up for the Programme Assistant during periods of absence, including relating to support in budgetary and finance processes;

•Review, record, distribute and/or process mail and other documents; follow up on impending actions;

•Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing as necessary;

•Assist in providing software and office equipment support, including office supplies;

•Perform other work-related duties as assigned.

Competencies

Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures especially in relation to SAP (Umoja) and the United Nations Talent Management/Recruitment System (Inspira). Has knowledge of administrative processes related to evaluation, accountability and quality assurance processes. Is self-motivated and interested with regards to specific subject matters handled by the Section, in particular relating to evaluation. Is able to handle confidential processes; discretion when addressing external stakeholders. 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. Has proven ability to provide good judgement and initiative, resourcefulness, energy and tact in the context of assignments given; is able to ensure an effective work structure to maximize productivity and achieve the goals of the Section. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work Section, where applicable; deals honestly and openly with issues and staff.

Education

High school diploma or equivalent.

Work Experience

A minimum of three years of administrative work experience, including three years of experience in an international organization or in the United Nations system is required.
At least one year of experience in relation to the administration of project/programme evaluations is required.
Relevant training and experience in working with an ERP system is required.
Relevant experience in administering and supporting programme/project evaluation processes is required.
Experience in the administration of recruitment-, travel-, secretarial- as well as procurement-processes in the United Nations Secretariat or in an international Organization is required.
Experience in working with SAP (Umoja) and the UN Talent Management/Recruitment System (Inspira) 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 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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff.

Other Skills and Requirements

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.

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.

This vacancy is archived.