Job Opening

Posting Title: STAFF ASSISTANT (Temporary Job Opening), G5 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: United Nations Conference on Trade and Development
Duty Station: GENEVA
Posting Period: 19 November 2019 - 02 December 2019
Job Opening Number: 19-Administration-UNITED NAT-127022-J-Geneva (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

This position is located in the Office of the Secretary-General (OSG) of the United Nations Conference on Trade and Development (UNCTAD), Geneva. The incumbent reports to the Chief of Staff.

Responsibilities

Under the overall guidance of the Chief of Staff and the direct supervision of the Personal Assistant to the Secretary-General, the Staff Assistant is responsible for the following duties:

• Performs a variety of administrative duties (e.g. meeting organization, reservations, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.). Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and other reports from various databases.
• Performs, under minimal supervision, the full range of office management and administrative support functions in the Office of the Secretary-General; Screens phone calls and visitors; responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling. Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Attends meetings, prepares minutes, monitors follow-up activities.
• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. Maintains files (both paper and electronic) and databases for work unit.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Performs other duties as assigned. May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.). Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.

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. 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 & 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 five years of experience in General Office support or related area is required,
of which three should preferably be in the United Nations.
Experience processing travel request and managing expenditures is desirable.
Experience using Sharepoint and ERP applications such as UMOJA is desirable.
Experience working in the front office of a senior official in the United Nations or in another international organization is an advantage.

Languages

Fluency in English and knowledge of French are required. Knowledge of another UN language is an asset.

Assessment

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

Special Notice

• This temporary job opening is available initially from 2 January 2020 to 30 June 2020 with possibility of extension. The duration of the appointment is subject to the availability of funds.
• 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.
• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.
• If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
• Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
• This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening; (2) hold a permanent, continuing or fixed-term appointment; and (3) have been appointed following the review of the Central Review Panel, or upon meeting other regular requirements for the duty station, job level and category and functional area. Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity. Staff members holding a temporary appointment are not eligible for consideration.
• 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.
• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

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.

Sorry, this job opening is no longer available.
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