Job Opening

Posting Title: Administrative Assistant, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: NEW YORK
Posting Period: 29 July 2021 - 27 August 2021
Job Opening Number: 21-Administration-UNODC-160523-R-New York (O)
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 New York Liaison Office (NYLO), Division for Policy Analysis and Public Affairs (DPA), the United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Representative of the UNODC New York Liaison Office.

For more information on unodc, please visit our website: www.unodc.org.

Responsibilities

The incumbent will be responsible for the following specific tasks:

• Assist in the planning, coordination, and execution of events and launches. Liaise and collaborate with relevant UN entities, Permanent Missions, Civil Society Organizations (CSO), media, and academic institution representatives throughout the process. Assist with the development of event invitations and agendas, create and/or maintain guest lists, make arrangements for physical and virtual venue bookings, and assist during events to ensure smooth running of such events, as well as in post event follow-up. Assist with social media communication and advocacy activities.
• Serve as the focal point for administrative coordination of activities, including liaising with diverse organizational units to initiate requests and follow-up on administrative actions. Field external requests for information, respond to questions, and determine to whom or to which agency or organization the inquiry or request should be referred, and conduct follow-up until desired action or information is acquired.
• Attend to budget, administrative and inquiry matters. Maintain records of budget allotment and expenditures. Process travel expenses. Establish/manage office procurement needs. Place orders for office supplies. Handle invoices from vendors, and arrange payment based on the appropriate budget codes. Coordinate with Executive Office and UNODC Headquarters on budget and administrative matters. Ensure phone bills are obtained, vetted and processed.
• Provide key and general assistance and support to the UNODC New York Liaison Office. Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Arrange meetings. Assist with preparing materials for the meetings. Process and route incoming physical mail as well as the Office emails. Conduct work related research and draft correspondence; assist with creating charts and with the preparation of presentations. Maintain a physical and electronic database of records for the Office, including an Office list of contacts. Attend to a range of basic IT needs of the Office, including answering phone calls and handling telephone issues.
• Perform other related administrative duties as required, e.g., physical space planning, identification of office technology needs and maintenance of equipment, software and systems. Prepare and process UN forms and permissions for the Office, including UN grounds passes, swipe-card access and door keys.
• Provide mission support for the New York Liaison Office and to the Executive Director (ED) and senior officials during their visits to New York. Arrange appointments and prepare schedules for the ED's visits and ensure that information is kept up to date and is easy to reference by the ED. Liaise with the ED's front office at UNODC HQ to coordinate travel to the United States. Compile reference documents for the ED to use during visits. Arrange local transportation for the ED and handle all changes in the agenda, and ensure the official vehicle is serviced.
• Provide support with the initiation, processing, monitoring, reviewing and follow-up on actions related to the administration of the Office’s human resource / recruitment activities.
• Perform other work related duties as assigned.

Competencies

PROFESSIONALISM: Is able to perform a broad range of administrative functions, e.g., correspondence, budget/work programme, human resources, database management, etc. Is able to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to work well with figures, undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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

A minimum of five years of work experience in administrative assistant work or programme or project administration or a related area is required.
Experience in a front office or Permanent Mission is desirable.
Experience with ERP system (such as SAP) and UN Human Resources management systems such as Inspira is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written 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. 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.

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.

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.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2021 United Nations. All rights reserved