|Posting Title:||Staff Assistant, G5|
|Job Code Title:||STAFF ASSISTANT|
|Department/Office:||Department of Political Affairs and Peace-building|
|Duty Station:||NEW YORK|
|Posting Period:||12 March 2020 – 10 April 2020|
|Job Opening Number:||20-Administration-DPPA-128082-R-New York (R)|
Org. Setting and Reporting
This position is located in the Decolonization Unit of the Department of Political and Peacebuilding Affairs, and the incumbent reports directly to the Chief of the Unit.
The Decolonization Unit provides substantive advice to the Special Committee on the Situation with regard to the Implementation of the Declaration on the Granting of Independence of Colonial Countries and Peoples (also known as the Special Committee on Decolonization or C-24), and the Special Political and Decolonization Committee (Fourth Committee) of the General Assembly, among other duties. Additional information is available on http://www.un.org/dppa/decolonization/.
The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department’s mandate is to prevent and resolve conflict through inclusive political solutions.
Within limits of delegated authority, the Staff Assistant will be responsible for the following duties:
• Performs under minimal supervision, the full range of office management and administrative support functions to the Chief of the Decolonization Unit in the Department of Political and Peacebuilding Affairs, and other team members as appropriate;
• Maintains calendar and schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the Team;
• Screens visitors and incoming/outgoing telephone calls from/to Member States Permanent missions, UN field missions, international organizations, UN agencies, etc., and directs calls to officers under whose competence a particular call-inquiry falls;
• Supports primary focal point for the Decolonization website through: (i) updating and uploading new contents to the website, and liaising with the following offices in the Secretariat: (i) Office of Information and Communications Technology (OICT), including the Geospatial Information Management Section; (ii) Department of General Assembly and Conference Management (DGACM); (iii) Department of Global Communications (DGC);
• Supports budget planning activities of the Unit;
• Carries out quality control function for outgoing documents. In particular, types and processes, in final form, working papers, talking points, statements, briefing notes, analytical papers, background materials, profiles, press statements and other materials;
• Receives and/or sends outgoing correspondence for the Unit. Photocopies, scans and circulates documents, papers and incoming correspondence to all concerned; ensures smooth and efficient information flow within the Team; prepares and processes confidential information and assists in the development of office administrative systems and procedures;
• Drafts routine correspondence and responds to complex requests for information and inquiries;
• Maintains files, including electronically, and databases for the Unit. In particular, creates, organizes, maintains and updates files and databases on relevant documents, correspondence, news articles, list of experts and NGOs, talking points, briefing notes, resolutions, working papers, Secretary-General’s reports for the use of the Unit;
• Performs a variety of administrative duties (e.g., meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, visa applications, etc.);
• Maintains liaison with the Executive Office and with the offices of the ASG and USG regarding ongoing programmes and other administrative matters; monitors processes and schedules related to the Team’s outputs, meetings and tasks;
• Provides assistance in the coordination of system-wide activities, special projects, international events (such as annual regional seminars on decolonization, visiting missions, etc.) and meetings of intergovernmental bodies (Special Committee on Decolonization (C-24), Special Political and Decolonization (Fourth) Committee, Economic and Social Council (ECOSOC ), and the General Assembly) and their bureaus;
• Researches, compiles and summarizes background materials including news articles for the Unit, upon request from desk officers on the basis of the area/subject assigned; and
• Fills and submits forms for processing and issuing documents of the C- 24 and the Fourth Committee; and
• Performs other duties as required.
• Knowledge of functions and organization of the Unit and intergovernmental bodies to which the Unit provides substantive servicing.
• Knowledge of research methodologies, data collection and maintenance.
• Knowledge of general office and administrative support, including administrative policies, processes and procedures, as well as familiarity with press and media online sources.
• Shows pride in work and in achievements of the team.
• Demonstrates efficiency and timeliness in meeting multiple deadlines, responding to requests, keeping records and filing relevant incoming and outgoing documents.
• Is motivated by professional rather than personal concerns
• Shows persistence when faced with difficult problems or challenges.
• Remains calm in stressful situations.
• 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 years of experience in general office support or related area required.
Experience in use of document databases and Enterprise Resource Planning (ERP) Systems such as Umoja and UniteDocs is required.
Experience working with UN intergovernmental bodies, as well as experience in maintaining and updating websites is desirable.
Experience in research and/or data collection is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French or Spanish is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Appointment or assignment against this position is for an initial period of one year. Extension of the appointment or assignment is subject to extension of the mandate and/or the availability of the funds.
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.
These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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 after submitting an application. Having passed the Administrative Support Assessment Test 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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST
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)
Copyright 2020 United Nations. All rights reserved
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