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Job Opening

Posting Title: STAFF ASSISTANT (Temporary Job Opening), G6 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: Office of the High Commissioner for Human Rights
Duty Station: GENEVA
Posting Period: 03 September 2018 - 12 September 2018
Job Opening Number: 18-Administration-OHCHR-102980-J-Geneva (R)
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 in the Office of the Chief of the Rule of Law, Equality and Non-Discrimination Branch, of the Thematic Engagement, Special Procedures and Right to Development Division of the Office of the High Commissioner for Human Rights (OHCHR).

Responsibilities

Within delegated authority, the Staff Assistant will be responsible for the following duties: • Assists in the overall administration of the Branch , i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and provides guidance and instructions regarding multiple and diverse activities and work processes to the administrative team of the Branch to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Compiles and analyzes basic data from a variety of sources (including IMDIS), summarizing and presenting conclusions for review by manager. • Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager. • Takes full responsibility for time management and scheduling on behalf of the Branch Chief with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands; coordinates and expedites response to enquiries (on behalf of the supervisor). • Serves as first point of contact and liaison with visitors and senior officials internally and externally. • Screens and prioritizes all incoming correspondence; monitors the progress of work schedules to ensure deadlines are met; identifies the need for new or adjusted administrative procedures. • Compiles relevant background documents; identifies issues requiring the manager's attention and appropriate disposition; monitors and follows-up on actions to be taken; Requests and compiles background materials for use in preparation of briefs, speeches, meetings etc and other information of interest to the manager. • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Supports the manager in presentations for meetings preparing folders with briefing notes, slides and subject files, gathering relevant documentation, etc. • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems. • Facilitates work of office support staff; improves administrative procedures and systems; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains junior office support staff in administrative, protocol and other relevant procedures.• Organizes official meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, seating arrangements, background documentation, special equipment, etc.). • Prepares, processes and classifies confidential information. • Handles a wide range of administrative duties/processes (e.g. extension of contracts, leave and attendance records, time sheets, all travel arrangements for the Branch Chief, including visa formalities, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, office space etc.). • Exercises quality control function for all outgoing administrative documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Uses standard word processing package to produce a wide variety of complex documents. • Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. • Performs other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Knowledge of the institutional context in which OHCHR operates. 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; and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent.

Work Experience

At least 7 years of experience in general office support or related area is required. A minimum of 2 years of experience within the United Nations is required. Experience working on ERP system, such as UMOJA, 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. Fluency in oral and written French is required. Knowledge of another official United Nations language would be an advantage.

Assessment

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

Special Notice

THIS POSITION IS TEMPORARILY AVAILABLE FOR A PERIOD UP-TO 2 DECEMBER 2018, WITH POSSIBILITY OF EXTENSION - SUBJECT TO AVAILABILITY OF FUNDS. RECRUITMENT WILL BE DONE ON A LOCAL BASIS. • 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 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.

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