Job Opening

Posting Title: Staff Assistant (temporary), G5 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: VIENNA
Posting Period: 08 May 2020 - 14 May 2020
Job Opening Number: 20-Administration-UNODC-135706-J-Vienna (O)
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 Director-General/Office of the Executive Director (ODG/OED) of the United Nations Office at Vienna/United Nations Office on Drugs and Crime (UNOV/UNODC). The incumbent will work under the direct supervision of the Chief of ODG/OED and Strategy Advisor to the Executive Director of UNODC.

For more information on UNOV and UNODC, please visit our websites: www.unov.org and www.unodc.org.

Responsibilities

Within assigned authority the incumbent will be responsible for the following duties:

•Perform, under minimal supervision, the full range of office management and administrative support-functions.
•Maintain the Director-General/Executive Director’s calendar; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
•Maintain liaison with senior officials in other units regarding on-going programmes and other administrative matters; monitor processes and schedules related to the unit’s outputs, products, tasks, etc.
•Ensure smooth and efficient information flow within the unit; prepare and process confidential information; process incoming and outgoing correspondence, prioritize it for action by the DG/ED and monitor responses to and from internal and external partners.
•Assist with travel planning and logistical support arrangements for official missions of the DG/ED.
•Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.
•Provide assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
•Attend meetings, prepare minutes, monitor follow-up activities.
•Respond or draft responses to a wide range of correspondence including complex information requests and inquiries (e.g. answers requests requiring file search, etc.), as well as other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
•Carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
•Maintain files (both paper and electronic) and databases for work unit.
•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 five years of experience in general office support or related area is required.
Experience in administrative and secretarial functions for high ranking officials in the United Nations or other international organizations involving wide contact with diplomatic personnel is desirable.
Experience working in a front office for a senior manager is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English, i.e. oral and written proficiency is required. Knowledge of French is desirable. 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 temporarily available until 31 December 2020. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.”

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

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.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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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