Administrative Assistant, G5 (TJO)
ESCWA - Beirut, Lebanon
|Posting Title:||Administrative Assistant, G5 (Temporary Job Opening)|
|Job Code Title:||STAFF ASSISTANT|
|Department/Office:||Economic and Social Commission for Western Asia|
|Posting Period:||25 April 2018 – 01 May 2018|
|Job Opening Number:||18-Administration-ESCWA-96554-J-Beirut (O)|
Org. Setting and Reporting
This posit is located within the Food and Environment Policies Section (FEPS) in the Sustainable Development Policies Division (SDPD) of the Economic and Social Commission for Western Asia (ESCWA). The Administrative Assistant reports directly to the Chief of the Food and Environment Policies Section and will be under the overall supervision of the Director of SDPD.
Within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:
1 – Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division;
2 – Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.;
3 – Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events;
4 – Assists in monitoring developments/issues on subjects or areas assigned by collecting, selecting, analysing and compiling materials from multiple sources, e.g., relevant databases, the library and the Internet;
5 – Researches, extracts and compiles substantive information and technical data related to Food Security and Sustainable Development;
6 – Assembles original statistical material; adjusts reported data from different sources and load data into computerized database system and assists in the evaluation and examination of data sets related to Food and Security and Sustainable Development for accuracy, clarity and validity;
7 – Attends meetings, takes notes, prepares minutes, drafts executive summaries of meetings and monitors follow-up activities;
8 – Drafts inputs to the Section and Division related publications;
9 – Collects, organizes and disseminates relevant UN and media information;
10 – Co-ordinates and sets up press briefings, press statements, pamphlets or other public awareness campaigns to educate public on any specific issue;
11 – Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports;
12 – Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases;
13 – Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style;
14 – Assists in the preparation of presentation materials using appropriate technology/software;
15 – May provide some specialized support to the Section (e.g. technology support, editing, desktop publishing, etc.);
16 – Performs other duties as assigned.
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.
A minimum of five (5) years of experience in general office support or related area is required. Proven experience in collecting and researching data across various areas of social and economic development or related area is desirable.
English and French are the working languages of the United Nations Secretariat. Arabic is also a working language of ESCWA. For this position, fluency in written and spoken English and Arabic is required. Knowledge of another official United Nations language is an advantage.
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 when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) 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 per applicable eligibility guidelines.
In addition to the above, the shortlisted candidates may undergo a substantive written assessment related to the functions of the post and an interview. Only short-listed candidates will be contacted.
This temporary position is available through 30 June 2018, subject to extension based on the availability of the position.
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
• 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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.
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.
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Above texts are copied from United Nations Official Web Page (careers.un.org)
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