Job Opening

Posting Title: TEAM ASSISTANT, G4
Job Code Title: TEAM ASSISTANT
Department/Office: Department of Economic and Social Affairs
Duty Station: INCHEON CITY
Posting Period: 12 November 2019 - 26 November 2019
Job Opening Number: 19-Administration-DESA-126682-R-Incheon City (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The position is located in the Department of Economic and Social Affairs (DESA), Division for Sustainable Development Goals (DSDG), Office for Sustainable Development, in the city of Incheon, Republic of Korea. The Division for Sustainable Development, under the Department of Economic and Social Affairs, provides leadership in promoting and coordinating implementation of the sustainable development agenda of the United Nations and serves as secretariat to the High-level Political Forum on Sustainable Development which was established following the Rio+20 Conference and GA resolutions 66/288 and 67/290. For more information, please visit our website at http://sustainabledevelopment.un.org/about.html. You may also wish to visit the website of the UNOSD at http://www.unosd.un.org. The Team Assistant reports directly to the Senior Development Management Expert.

Responsibilities

Under the guidance and supervision of the Sustainable Development Management Expert and within limits of delegated authority, the Team Assistant will be responsible for the following duties:

1.Performs a wide range of office support and administrative support functions; provides direct assistance to the Head of the United Nations Office for Sustainable Development;

2.Monitors status of expenditures and allotments through Umoja, records variations, and updates budget tables; Reviews status of relevant expenditures and compares with approved budget; Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; Assists in the preparation of budget performance submissions and budget revisions; Prepares statistical tables and standard financial reports.

3.Ensures proper technical set-up for meeting, workshops, and conferences, including among others, PC/projector, cameras for video or Skype calls, wifi.

4.Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner; Photocopies a variety of documents and other materials.

5.Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling; Provides secretarial, administrative and logistics support to meetings including boards, committees and conferences.

6.Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site; Assists in the preparation of presentation materials using appropriate technology/software.

7.Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the Office. Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

8.Updates and maintains 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, including courier services.

9.Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).

10.Maintains files (both paper and electronic) and databases for the Office.

11.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

•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.

•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. Secretarial and/or office management/executive assistance training/courses are desirable. Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience

Minimum of 2 years experience in general office support or related area

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Korean is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

This JO refers to a capacity development project position. The initial appointment is for one year and it is subject to availability of funds. Annual renewal of the appointment is subject to continuation of the project’s mandate, priorities, and availability of 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. The United Nations as a Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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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