ECE-Geneva-Administration-110032-PA

Part Time Job in Geneva
TEAM ASSISTANT (50%), G4
UNECE - Switzerland

Posting Title:TEAM ASSISTANT (50%), G4
Job Code Title:TEAM ASSISTANT
Department/Office:Economic Commission for Europe
Duty Station:GENEVA
Posting Period:11 January 2019 – 31 January 2019
Job Opening Number:19-Administration-ECE-110032-R-Geneva (G)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This post is located in the Environment Division, United Nations Economic Commission for Europe.

Responsibilities

Under the supervision of the Secretary to the Espoo Convention and its Protocol on Strategic Environmental Assesment, the incumbent will be responsible of the following duties:

– Performs a wide range of office support and administrative functions.
– Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
– Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements, notably as regards documents for grants and consultancy contracts (liaising with UNECE Executive Office).
– Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
– Assists in preparation and submission of meeting documents and publications: compiles, formats (according to established standards for format) and submits documents, liaising with the Division’s editor and UNOG Division of Conference Management, as necessary, monitors availability of documents for meetings.
– Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. Answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
– Provides secretarial, administrative and logistics support to meetings, committees, conferences, etc. to ensure: meeting arrangements and participants, including via video/teleconferencing; documents; updates to public website; contact database entries; visa support; correspondence (letters, memos and e-mails); financial support requests and travel expense reports. 
– Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
– Assists in the preparation of presentation materials using appropriate technology/software.
– Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
– Performs data entry and extraction functions.
– Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
– Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
– Performs general administrative tasks (e.g. attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. Requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
– Maintains files (both paper and electronic) and databases for work unit.
– Assists in providing software and office equipment support.
– Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
– Performs other duties as assigned.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures, in particular processing of contracts, grants and travel requests, meeting preparations and document formatting. Knowledge of Windows, Microsoft Office and website software. 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.

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.

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 unit, where applicable.

Education

Completion of secondary school or its equivalent commercial school.

Work Experience

A minimum of three (3) years of experience in general office support or related area of which preferably two (2) within the United Nations System. Previous experience with Windows Microsoft Office and website software is desirable. Previous experience in processing of contracts, grants and travel requests, meeting preparations and document formatting is desirable. Previous work experience with ERP systems such as Umoja is desirable.

Languages

Fluency in English is required. Knowledge of French or Russian is an advantage.

Assessment

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

Special Notice

This is a part-time employment. The selected staff will work on a 50% part-time basis.

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.

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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