TECHNICAL COOPERATION ASSISTANT, G4
Beirut - Lebanon
|Posting Title:||TECHNICAL COOPERATION ASSISTANT, G4|
|Job Code Title:||TECHNICAL COOPERATION ASSISTANT|
|Department/Office:||Economic and Social Commission for Western Asia|
|Posting Period:||09 August 2018 – 07 September 2018|
|Job Opening Number:||18-Programme Management-ESCWA-101853-R-Beirut (O)|
Org. Setting and Reporting
This position is located in the Programme Planning and Technical Cooperation Section (PPTCS), Office of the Deputy Executive Secretary for Programme Support (ODESPS), of the Economic and Social Commission for Western Asia (ESCWA). The Technical Cooperation Assistant reports directly to the Programme Management Officer, and will be under the overall supervision of the Chief of PPTCS.
The Technical Cooperation Assistant will be responsible for carrying out the following:
– Performs a wide range of office support and administrative functions;
– Responds or drafts responses to routine correspondence and other communications related to the work of regional advisors; uses standard word processing package to produce a wide variety of large, complex documents and reports;
– Serves as focal point for Regular Programme for Technical Cooperation (RPTC) for administrative coordination of programme/project implementation activities, initiates requests, obtains necessary clearances, processes and follows-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, etc.;
– Monitors processes and schedules related the unit’s outputs, products, tasks, and to the work of regional advisors 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;
– Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.;
– Generates a variety of standard statistical and other reports, work orders, etc., using various databases;
– Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
– 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, boards, committees, conferences, etc. especially to the work of regional advisors;
– 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, especially the calendar of the regional advisors and the Technical Cooperation 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 related to official travel of regional advisors, including arrangements for visas, meetings and appointments, reservations, etc.;
– Maintains and updates the RPTC tracker;
– Maintains files (both paper and electronic) and databases for work unit;
– 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.
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 3 years of experience in general office support or related area is required. Experience in administering technical cooperation projects is desirable.
English and French are the working languages of the United Nations. Arabic is also a working language of ESCWA. For this post, fluency in written and spoken English and Arabic is required.
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 will undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.
Appointment against this post is on a local basis; candidates shall be recruited in the country of the duty station, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station.
Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.
The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
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