18-Administration-DPI-93904-J-New York (R)

ADMINISTRATIVE ASSISTANT, G5 (TJO)
UN HQ - New York

Posting Title:ADMINISTRATIVE ASSISTANT, G5 (Temporary Job Opening)
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:Department of Public Information
Duty Station:NEW YORK
Posting Period:12 March 2018 – 27 March 2018
Job Opening Number:18-Administration-DPI-93904-J-New York (R)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This post is located in the Group Programmes Unit of the Visitors Services Section in the Outreach Division of the Department of Public Information. The Visitors Services Section provides information about the work of the United Nations to the public, including specialized audiences, such as students and civil society. This temporary position will assist in coordinating the 2018 Reham Al Farra (RAF) Memorial Journalism Fellowship, an annual Programme that brings journalists from developing countries to UNHQ to enhance their understanding of the work of the United Nations. The position is available for 5 months effective 7 May 2018, with no possibility of extension. The incumbent will report to the Associate Public Information Officer and the Chief of Unit.

Responsibilities

Under the supervision of the Associate Public Information Officer, the incumbent will be responsible for the following duties:

•Provide general administrative support, including drafting memoranda and correspondence with outside clients, maintaining files/records, monitoring timeline and deadlines, and managing shared calendars
•Monitor status of expenditures and allotments, and prepare budget tables
•Prepare, process and follow up on administrative arrangements and forms related to travel of visiting journalists
•Organize logistics for seminars, such as booking venues
•Assist with administration of contracts between the UN and external contractors for outsourced services, process the payment of contractors’ invoices and monitor payments
•Perform other duties as assigned

Competencies

Professionalism:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. 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.

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.

Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in administrative services or related area. Experience coordinating logistics, drafting official correspondence and communicating with external clients is required. Experience working with journalists is an asset.

Languages

Fluency in English is required. Knowledge of another UN official language is an advantage

Assessment

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

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.


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.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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