Posting Title: Special Assistant, Administration, P5
Job Code Title: SPECIAL ASSISTANT, ADMINISTRATION
Department/ Office: Department of Operational Support
Duty Station: NEW YORK
Posting Period: 26 October 2020-9 December 2020
Job Opening number: 20-ADM-DOS-139125-R-NEW YORK(G)
Staffing Exercise ID: N/A
Org. Setting and Reporting
This position is located in the Office of the Assistant Secretary-General (OASG), Office for Supply Chain Management (OSCM), Department of Operational Support (DOS).
The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Office of Supply Chain Management encompasses the Office of the Assistant Secretary-General, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, the Global Service Center, Aviation Safety Section and the Enabling and Outreach Service.
The Special Assistant will provide the Assistant Secretary-General (ASG) for Supply Chain Management, with primary substantive support related to his/her executive direction and management of supply chain activities. The Special Assistant reports to the ASG for Supply Chain Management.
The Special Assistant’s responsibilities will include the following:
1. Advises and assists the ASG in planning, policy making and implementation of the work programmes administered by her/his Office:
• Reviews and screens incoming correspondence, recommending possible courses of action to the ASG and communicating with the various offices the course of action or possible courses of action to be taken; Initiates policy formulation, identifies problems and solutions for appropriate action and ensures follow-up action, where required;
• Represents the Office of the Assistant Secretary-General in various working groups, task forces, and coordinating meetings and discussions;
• Coordinates, analyzes, evaluates and prepares reports, briefing papers and other documents for presentation to Advisory Committee on Administrative and Budgetary Questions (ACABQ), Fifth Committee, the General Assembly, the High-Level Committee on Management (HLCM), the HLCM-Procurement Network, and other committees.
2. Manages the daily work of the OASG:
• Establishes the priorities of the Office and advises the ASG of the documentation and matters which require her/his immediate personal attention;
• Supervises the work of the staff of the Office of ASG by reviewing periodically the distribution of assignments in OASG to ensure a proper balance of workload through regular staff meetings and other appropriate means;
• Manages the schedule of the ASG, preparing briefs for the ASG’s meetings and ensuring proper follow-up to decisions taken at meetings;
• Maintains regular contact, on behalf of the ASG, with focal points from the respective divisions and services, to discuss on-going supply chain management projects, addressing inquiries and requests from other organizational units in the Secretariat, field missions, Offices away from Headquarters, specialized agencies and permanent missions to the United Nations and informing the ASG of actions taken or required;
• Drafts and/or reviews correspondence such as memoranda, letters, note verbales, reports, circulars and instructions for the signature of the ASG.
• Maintains close liaison with the Office of Under-Secretary-General for Operational Support, and other relevant offices and departments as necessary.
• Maintains liaison with the Executive Office in matters relating to staffing and budget.
3. Coordinates response to client requests received by the OASG:
• Reviews and evaluates questions and feedback submitted by clients to OASG;
• Coordinates the preparation of timely and accurate responses to clients requests.
4. Performs special and ad-hoc assignments as determined by the Assistant Secretary-General.
Professionalism: Knowledge of the financial regulations and rules, staff regulations and rules, policies and procedures of the United Nations, or that of a similar international organization. Ability to apply UN rules, regulations, policies and guidelines in work situations and prepare reports or rationale with respect to key administrative decisions. Ability to provide senior officials with effective, proactive and extensive support and perform advisory and monitoring functions. Ability to develop, implement and coordinate strategies and work plans. 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 and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Monitors and adjusts plans and actions as necessary. Allocates appropriate amount of time and resources for completing work. Uses time efficiently.
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, ring information and keeping people informed.
Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspective and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization. Proposes a course of action or makes a recommendation based on all available information. Checks assumptions against facts. Determines that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.
Advanced university degree (Master’s degree or equivalent degree) in public or business administration, finance, law, social sciences, management or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of ten years of progressively responsible experience in administration, budget, finance, human resources or related field is required.
Experience in a multi-cultural international setting dealing with intergovernmental, legislative and oversights bodies is desirable.
Experience in supervising staff is desirable.
Experience in providing policy, programme management and/or planning and analysis support to a senior manager is desirable.
Experience in coordinating and drafting substantive inputs on administrative matters such as staffing, budgets and audits or related is desirable
English and French are the working languages of the United Nations. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Appointment or assignment against this position is for an initial period of one year.
Staff members of the United Nations Secretariat must fulfil the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover letter.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 June 2020, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People’s Republic of Korea, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People’s Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.
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.
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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