Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: International Seabed Authority
Duty Station: KINGSTON
Posting Period: 29 July 2021 - 27 August 2021
Job Opening Number: 21-Administration-ISA-160837-R-Kingston (R)
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 Executive Office of the Secretary-General (EOSG) in Kingston, Jamaica. The incumbent will report directly to the Office Manager.

Responsibilities

Administrative Support
• Performs the full range of office management and administrative support functions with particular emphasis on providing direct assistance to the Office Manager.
• Maintains filing and archiving system, including digitally, for the Executive Office of the Secretary-General to ensure the easy retrieval of documents.
• Digitizes and archives all official documents of the Secretariat.
• Maintains the log and archives of Notes Verbales.
• Supervises and manages the front desk/switchboard on the second floor of the Secretariat
. Provides customer service for all visitors to the Authority.
• Acts as focal point for time and attendance records, enters, maintains and certifies administrative data in electronic information systems.

Arranging meetings/Protocol Support
• Assists in the organization of official ceremonies, meetings and high-level events, including presentation of credentials by Permanent Representatives.
• Assists delegates with their credentials and give general customer service support in the credentials/protocol department during the annual sessions of the Authority.

Research
• The administrative assistant may be asked to perform ad-hoc research tasks in support of the Executive Office of the Secretary-General, including the Communications Unit in compiling and/or summarizing background materials for use in preparation of reports, briefs, speeches.

Perform other duties as required.

Competencies

.• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, use of Microsoft Suite. 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.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others.

• 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 is required. Post-secondary studies in Administration is desirable.

Work Experience

A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in providing administrative support for senior officials in the UN or comparable organization is desirable

Languages

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

Assessment

Evaluation of qualified candidates may include a technical test and a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the ISA 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.

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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