Job Opening

Posting Title: TEAM ASSISTANT, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Institute for Disarmament Research
Duty Station: GENEVA
Posting Period: 16 August 2018 - 14 September 2018
Job Opening Number: 18-Administration-UNIDIR-102269-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located at the United Nations Institute for Disarmament Research (UNIDIR) in Geneva. UNIDIR is an autonomous, voluntarily funded research institute within the UN system that generates and leverages knowledge to improve disarmament and security policies, programmes and practices.

The work of UNIDIR is divided into five research programmes: Weapons of Mass Destruction, Conventional Weapons, Emerging Security Issues, Security and Society, and Disarmament Machinery. As the thought leader in the UN system on disarmament and security issues, UNIDIR fills a critical niche of fact-based analysis, fresh ideas on emerging issues and new perspectives.

Responsibilities

Under the supervision of one or more officers at UNIDIR, the incumbent will be responsible
for the following duties:

In support of the Director:

•Manages the time of the Director including establishing/arranging appointments, maintaining the Director's calendar, receiving and directing visitors, placing and screening calls and
answering queries; making contacts with embassies, UN agencies, international institutions, government offices, etc.
•Makes travel arrangements for the Director including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters.
•Drafts on the request of the Director routine correspondences like: letters, memos, note Verbales etc.
•Follows up implementation of assignments from the Director to staff.
•Maintains the Director's files as well as a chronological file on all outgoing and incoming correspondences.

Organization of UNIDIR events and research programme support:

•Performs a wide range of office support and administrative functions.
•Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
•Monitors processes and schedules related the Institute's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals,
signatures, etc.
•Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
•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.
•Assists in the maintenance of websites by posting content as requested 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 Institute.
•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 (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or
processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
•Maintains files (both paper and electronic) and databases for work unit.
•Assists in providing software and office equipment support.
•Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
•Performs other duties as assigned.

Competencies

•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 & 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.

Education

High school diploma or equivalent.

Work Experience

At least four (4) years of experience in general office support or related area is required. Experience with ERP Systems is highly desirable. Experience preparing and editing official correspondence is desirable. Experience working with United Nations Common System Extra-Budgetary Trust Funds is desirable.

Languages

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year. The appointment against this position is limited to UNIDIR. 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.

This position is 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 United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance 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 2018, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belarus, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, Central African Republic, China, Comoros, Cyprus, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Indonesia, Islamic Republic of Iran, 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, Samoa, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Syrian Arab Republic, Thailand, Timor-Leste, Turkmenistan, 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 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.

No Fee

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.

Sorry, this job opening is no longer available.
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