Staff Assistant, G5
Washington - USA
|Posting Title:||Staff Assistant, G5|
|Job Code Title:||STAFF ASSISTANT|
|Department/Office:||United Nations Environment Programme|
|Posting Period:||26 September 2018 – 25 October 2018|
|Job Opening Number:||18-Administration-UNEP-102595-R-Washington (X)|
Org. Setting and Reporting
The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
This position is located in UN Environment’s North America Office in Washington, DC. Under the supervision of the Regional Director, the incumbent will be responsible for the following duties:
•Provide direct assistance to the Director by maintaining the Director’s calendar/schedule and monitoring changes for both internal and external meetings, acting as a virtual interface; researching, compiling, and organizing information to prepare briefings for meetings, events, and travel; coordinating all preparations for the Director’s missions; and providing ongoing general logistical support to the Director.
•Perform, under minimal supervision, the full range of office management and administrative support functions as required by the Director.
•Maintain liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitor processes and schedules related to the North America Office work-plan.
•Ensure smooth and efficient information flow to the Director and within the office more broadly; assist in the development of office administrative systems and procedures.
•Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.
•Provide assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
•Attend meetings, prepare minutes, monitor follow-up activities.
•Respond or draft responses to a wide range of correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
•As requested by the Director, manage, update and further develop internal database; update website; carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
•Respond to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
•Assist in the preparation of presentation materials using appropriate technology/software.
•Provide, as required, some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
•Perform a variety of general administrative duties as required by the Director; for example, 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.).
•Perform 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• 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 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 is required.
Five years of experience in general office support or related area is required. Experience working as an Executive Assistant to a senior official 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 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 funded for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
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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