Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office of the Special Envoy of the Secretary-General for Syria
Duty Station: GENEVA
Posting Period: 05 October 2021 - 03 November 2021
Job Opening Number: 21-Administration-OSE-SYRIA-162632-R-Geneva (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This post is located in the Office of Special Envoy of the Secretary-General for Syria (OSE-Syria) in Geneva, Switzerland. The incumbent will report to the Chief of Staff.

Responsibilities

With delegated authority, the Administrative Assistant will be responsible for the following duties:

• Receive and review all incoming mail addressed to the SE and DSE and facilitate timely flow of documents/communication/messages to and from the Front Office.
• Maintain the SE/DSE’s calendar, handles the day-to-day management of the SE/DSE’s agenda and appointments.
• Assist in the preparation of the SE/DSE’s meeting by issuing invitations/notifications, setting up connection details, etc.
• Using discretion and tact, receiving and directing visitors, placing and screening calls and answering queries.
• Making contacts with missions, UN agencies, international institutions, government offices, etc.
• Handling and maintaining policy, confidential and general management files including all correspondences and Note Verbales.
• Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval, uploads reports and code cables on UN platforms.
• Organizes and maintains an up-to-date filing system comprising correspondence and documentation, including that of a confidential and political nature.
• Making travel arrangements for the SE and DSE including travel itinerary, booking via KJSO, logistical requirements, visa, all protocol and other administrative matters (incl. UMOJA).
• Checking and clearing for format presentation (incl. adherence to established standards of format) and accuracy of all outgoing correspondences submitted for the SE/DSE’s signature.
• Under the supervision of the CoS, responds to information requests and inquiries, including of a sensitive nature, or refers calls/visitors to appropriate staff member.
• Drafting on the request of the SE/DSE/CoS routine correspondences such as letters, Note Verbales, etc.
• Responds to or prepares routine correspondence and other communications in English, Arabic and French.
• Translates, as required, from Arabic and French to English and from English and French to Arabic.
• Assists in the preparation and servicing of conferences/workshops/meetings.
• Participates in the organization and preparation of staff meetings.
• Prepares and updates proposed calendar of conferences, meetings, and workshops of the SE/DSE.
• Perform other ad-hoc tasks as requested by the SE/DSE/CoS.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

TEAMWORK: Excellent interpersonal skills; ability to work collaboratively with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity to achieve organizational goals. 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. Supplementary education or Certificate/Coursework/Training in administration, management, accounting, finance, human resources or directly related fields is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible professional experience in the field of administrative services, finance, accounting, audit, human resources or related field within the United Nations, is required.
Knowledge of financial and administrative rules and regulations is required.
Experience working for senior officials in in a field mission is required.
Experience in processing travel requests and travel arrangements is required.
Experience in the use of enterprise resource planning systems (such as SAP), and the use of information technology program related to spreadsheets, databases and word processing, is desirable.
Experience in electronic filing system, or other comparable systems is desirable.
Good drafting skills in English and Arabic are desirable.

Languages

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

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Appointment or assignment against this position is for an initial period of one year.
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.

The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

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.

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.

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