Job Opening

Posting Title: Staff Assistant, G5
Job Code Title: STAFF ASSISTANT
Department/Office: Department of Management Strategy, Policy and Compliance Office of Programme Planning, Finance and Budget
Duty Station: NEW YORK
Posting Period: 20 September 2021 - 19 October 2021
Job Opening Number: 21-Administration-DMSPC OPPFB-163554-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Secretariat of the United Nations Board and Panel of External Auditors at New York Headquarters. Assignments are undertaken in the areas of finance, management, administration and operations. The selected candidate will work as a member of the Board’s Secretariat and will report to a Director of External Audit and/or the Executive Secretary of the Board.

Responsibilities

Within limits of delegated authority the Staff Assistant is responsible for the following duties:

Support through use of Information Technology:
• Maintains the Central registry of the office for all incoming and outgoing correspondence; saves documentation in relevant folders and conducts search for documents as and when required;
• Manages, updates and further develops internal databases or the shared drive; updates website; monitors issuance of management letters and their timely responses.
• Uploads, updates and monitors the Board’s audit statistics for the Board’s work plan.
• Maintains and manages electronic and paper files of the Board and Board members.
• Consolidates, formats and electronically submits audit reports and financial statements to the Department for General Assembly and Conference Management (DGACM) in gDoc or other relevant IT systems.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Provides specialized support (e.g., editing, desktop publishing, technology support, etc.).
• Reports problems with personal computers and printers to the Office of Information and Communications Technology (OICT) and ensures undisrupted workflow.
• Prepares the technical set-up for meetings (e.g., PC/projector, cameras for video- or Skype calls, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff and auditors inside and outside the Board’s Secretariat.
• Performs a variety of administrative duties (e.g., leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

Support for Administration and Coordination:
• Performs, under minimal supervision, the full range of office management and administrative support functions.
• Maintains liaison with senior officials of other Departments and Funds and Programmes regarding on-going audits and other administrative matters.
• Ensures smooth and efficient information flow within the Board’s Secretariat; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, presentations, etc.
• Provides assistance in the coordination of the Sessions of the Board, the Panel of External Auditors as well as the Technical group and other meetings and events.
• Coordinates and organizes audit visits of external audit teams and supports teams in all matters necessary such as ground pass applications, visa requests as well as automated access to the Board’s offices and client offices.
• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Performs other duties as assigned.

Competencies

Professionalism: Ability to conduct research and retrieve materials from various sources. Ability to maintain accurate records, process a wide variety of data. Ability to identify and resolve data discrepancies. Knowledge of the United Nations financial rules and regulations. 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: 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.

Technological Awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of five years of experience in accounting, finance, audit or related area is required.
Experience working with Microsoft Word and Excel is required.
Experience with conducting independent research and analytical assignments is required.
Experience with an enterprise resource planning system such as Umoja is desirable.
Experience assisting senior management 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 another official United Nations language is an advantage.

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. 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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.

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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