Job Opening

Posting Title: Team Assistant, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: VIENNA
Posting Period: 23 May 2019 - 19 June 2019
Job Opening Number: 19-Administration-UNEP-117496-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Environment Programme is the United Nations system designated entity for addressing environmental issues at the global and regional level. The Executive Office of United Nations Environment Programme provides the secretariat for the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR), which is based in Vienna and whose mandate is to evaluate the sources of ionizing radiation and its effects on human health and the environment for the General Assembly, the scientific community and the public. Governments and international organizations rely on the Scientific Committee’s assessments as the scientific basis for evaluating radiation risk and establishing protective measures.

In 2014, the United Nations published the Committee’s 2013 report on the levels and effects of radiation exposure due to the Fukushima nuclear accident after the 2011 great east-Japan earthquake and tsunami. The Committee, at its sixty-fifth session (11-14 June 2018), agreed a follow-up project to update its 2013 report on the levels and effects of radiation exposure due to the accident at the Fukushima Daiichi nuclear power station to provide a comprehensive evaluation of the implications of new information that has become available since its last evaluation.

The incumbent will work under the direct supervision of the Senior Scientific Officer and the overall supervision of the Secretary of the Committee.

Responsibilities

Within assigned authority, the incumbent will undertake the following duties related to the UNSCEAR Fukushima Follow-up Project.

General Administrative Support
•Perform general administrative tasks (e.g. 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.).
•Maintain calendar/schedules; monitor changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
•Perform data entry and extraction functions.
•Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
•Assist in the preparation of presentation materials using appropriate technology/software.
•Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
•Maintain files (both paper and electronic) and databases for work unit.
•Perform a wide range of office support and administrative functions.
•Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
•Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

Meeting support
•Prepare, process and follow-up on administrative arrangements and forms related to the travel of meeting participants, consultants, staff.
•Support the office and the project with relevant meeting organization, research and communication to assist meeting preparations. Assist the office with any logistical details needed for smooth operations. Maintain and file lists relevant to the meeting.
•Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

Human Resource support
•Take preparatory steps to initiate contracts with consultants and individual contractors.
•Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Perform other work-related duties as assigned.

Competencies

•Professionalism: Has 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.

•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.

•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.

Education

High school diploma or equivalent.

Work Experience

A minimum of three years of experience in general office support or related area is required. Experience in working with an ERP system is required, and experience with SAP/Umoja is an asset.

Languages

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Priority consideration for this job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station specified in the job opening, and hold a permanent, continuing or fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position. Other candidates who are exceptionally considered and selected for this job opening may only be employed on the basis of a temporary appointment.

Other Skills and Requirements

Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

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.

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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