Job Opening

Posting Title: STAFF ASSISTANT, G5
Job Code Title: STAFF ASSISTANT
Department/Office: Department of Political and Peacebuilding Affairs-Department of Peace Operations-Shared Structure
Duty Station: NEW YORK
Posting Period: 22 June 2021 - 21 July 2021
Job Opening Number: 21-Administration-DPPA-DPO-SS-157961-R-New York (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 regional political-operational structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO), in the Central and Southern Africa Division, in the Democratic Republic of Congo Integrated Operational Team (IOT). The IOT provides strategic guidance and political and operational support for the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO) and maintains contact with the Security Council, troop and financial contributors, organizations, bilateral and multilateral partners, parties to the conflict and others in the implementation of Security Council mandates. The incumbent will report to the Deputy Director responsible for the Democratic Republic of Congo IOT.

Responsibilities

Within the limits of delegated authority, the Staff Assistant will be responsible for the following duties:
•Performs, under minimal supervision, a full range of administrative functions and team support, including virtually. Plans and organizes workload and prioritizes tasks for timely results.
•Supports the team in enhancing the provision of integrated, coordinated and comprehensive direction, management and support to the Mission; remains informed of developments and operational matters in the Mission.
•Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports including trip books and background material for the Secretary-General, other senior officials and/or team members.
•Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
•Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
•Generates a variety of standard statistical and other reports, work orders, etc., using various databases
•Prepares analytical and data-driven documents, and organize virtual events, meetings and even visits.
•Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
•Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
•Provides secretarial, administrative and logistics support in-person or remotely using technology to meetings, boards, committees, conferences, etc.
•Assists in the preparation of presentation materials using appropriate technology/software.
•Maintains calendar/schedules/tasking; monitors, changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
•Performs data entry and extraction functions.
•Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
•Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats.
•Assists in the development of office administrative systems and procedures.
•Performs general administrative tasks (e.g. leave, telecommuting and attendance recording, arrangements for meetings, etc.), and support visits of senior officials to and/or from the field, (e.g. travel requests, contracts, expenditure authorizations, visa applications, etc.).
•Maintains files and databases for work unit, including the use of the share drive.
•Assists in providing software and office equipment support i.e. Microsoft Office 365
•Ensures the smooth and efficient information flow within and outside the team.
•Acts as focal point for UNITE and Enterprise Resource Planning (ERP) Systems for the team.
•Performs other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support, including UN 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. Demonstrates interest in the work of the United Nations and personal commitment to the ideals of the Charter. Demonstrates ability to successfully interact with individuals of different cultural backgrounds and beliefs.

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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of progressively responsible experience in general office support or related area is required.
Experience with Enterprise Resource Planning (ERP) Systems is required.
Experience in Microsoft Office 365 and Excel is required.
Experience in use of Unite Correspondence or similar correspondence management system is desirable.
Experience working with or for high-level officials is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable.

Assessment

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

Special Notice

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.

These positions are 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.

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. 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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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