Job Opening

Posting Title: Team Assistant, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 10 September 2021 - 09 October 2021
Job Opening Number: 21-Administration-UNOV-163121-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work in close coordination with the Office of the Director-General/Executive Director (ODG/OED), United Nations Office at Vienna (UNOV) / United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the supervision of the Protocol and External Relations Officer, ODG/OED, and the overall guidance of the Chief, GSS.

Responsibilities

Within assigned authority, the incumbent will be responsible for handling a broad range of office support and mail operations as well as performing driving services in accordance with the schedules established by the needs, which are arising. S/he will be responsible for the following specific duties:

Clerical and Logistic Support Services:
•Perform a wide range of clerical and support functions as requested by the Office of the Director-General/Executive Director (ODG/OED).
•Provide logistic support for meetings and conferences.
•Maintain and update distribution lists.
•Maintain files for work unit.
•Maintain high level of accuracy and confidentiality in performing the driving, clerical and logistic support services to the Office.
•Ensure smooth and efficient information flow within the office, prepare and process confidential information; maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
•Assist in providing software and office equipment support.
•Provide guidance to less experienced staff on general office procedures and processes.
•Maintain and document the number of mail pieces received, record the quantity in each category, e.g. registered, certified, mail from missions, personal, confidential or other categories.
•Ensure that all shipments received are in good condition.
•Process all outgoing official correspondence, publications and informational material.
•Assist in coding, sorting and processing mail, and looking up addresses where the information provided is insufficient.
•Track the distribution of all mail, as well as the pouch service.
•Answer inquiries with regard to international postal services, and the United Nations pouch service and regulations.
•Perform other work related duties as assigned.

Provide driving services to the Office of the UNOV Director General.
•Drive the UNOV official vehicle to provide safe transportation for the Director-General/Executive Director of UNOV/UNODC including higher-level officials in a timely, safe and courteous manner.
•Drive vehicles safely for the transport of authorised personnel and for the transport of general cargo goods and or specialized hazardous good vehicles.
•Make deliveries of parcels, documents, etc., between the UN office and other offices and institutions, e.g. Ministries, Embassies, Permanent Missions, etc.
•Undertake minor purchases and collect urgent purchases from local suppliers as requested; collect goods from the customs with due regard to customs regulations and formalities; may collect payment for goods.
•Meet official personnel at the airport and facilitate immigration and customs formalities as required; deal effectively and tactfully with officials and visitors.
•Arrange the day-to-day maintenance of the assigned vehicle, check oil, water, battery, brakes, tries, etc.; perform minor repairs and arrange for other repairs and ensure that the vehicle is kept clean; log official trips, daily mileage, gas consumption, oil changes, greasing, etc.
•Ensure that the steps required by rules and regulations are taken in case of involvement in an accident.

Competencies

•Professionalism: Has knowledge of general office procedures. Has knowledge of the national driving rules and regulations. Has knowledge of the area and the current condition of roads and highways, security and safety awareness; Is familiar with frequently traveled routes and routines of the more senior staff or the officers. Is able 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.

•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operated in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Driver training with a valid driver’s license.

Work Experience

A minimum of three years of experience in general office support and as a driver with a safe driving record, is required.
Proven experience and knowledge of national traffic laws, rules and regulations is required.
Experience in handling mail, pouch, registry operations or related area, is required.
Experience in driving high-ranking United Nations officials, staff members and/or diplomatic staff is desirable.
Experience in providing clerical and administrative support to senior managerial/professional staff, preferably within the United Nations system or in a multicultural environment is desirable.
Proficient use of processing tools such as Microsoft Office and knowledge of enterprise resource software is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Knowledge of German 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. 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.

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.

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