|Posting Title:||STAFF ASSISTANT, G5 (Temporary Job Opening)|
|Job Code Title:||STAFF ASSISTANT|
|Department/Office:||United Nations Human Settlements Programme|
|Posting Period:||23 September 2020 – 06 October 2020|
|Job Opening Number:||20-Administration-UN-HABITAT-141891-J-Nairobi (E)|
Org. Setting and Reporting
The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.
The position is located within the Office of the Director of the External Relations, Knowledge and Innovation Division (ERSKI) in Nairobi.
The office of the Director supports the Director of Division who is responsible to represent the Executive Director and Deputy Executive Director at strategic and political meetings on substantive related matters; provide direction and sound and innovative advice on a wide range of issues, including developing strategies for issues on a long-term and large-scale basis to ensure timely and cost-effective delivery of results that ensure the best interests of the organization, and/or client; coordinate and monitor the implementation of the World Urban Forum Programme as the WUF Coordination Office and to coordinate. emergency programmes.
The position reports directly to the Director of the division.
Within limits of delegated authority and depending on location, Staff Assistant at this level may be responsible for the following duties:
At this level an incumbent typically:
•Performs, under minimal supervision, the full range of office management and administrative support functions in the External Relations, Knowledge and Innovation Division; typically provides direct assistance to the Director, her/his office, a senior officer or manager responsible for a major programme, such as a branch or division.
•Maintains liaison with the Director and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
•Ensures smooth and efficient information flow within the unit; prepares and processes confidential information with discretion; assists in the development of office administrative systems and procedures.
•Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
•Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
•Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
•Attends meetings, prepares minutes, monitors follow-up activities.
•Supports Director’s preparation on key issues in line with the Division’s priorities; 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.
•Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
•Responds to complex information requests and inquiries.
•Assists in the preparation of presentation materials using appropriate technology/software.
•May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
•Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
•Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
•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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
High school diploma or equivalent.
A minimum of five years of experience in general office support or related area is required.
Experience in the fields of programme or project administration, finance or related area is an advantage.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
• This position is temporarily available for 364 days . If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• 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.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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)
Copyright 2020 United Nations. All rights reserved
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