Job Opening

Posting Title: Assistant to the Secretary of the Commissions - Temporary, G6 (Temporary Job Opening)
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: VIENNA
Posting Period: 05 January 2022 - 18 January 2022
Job Opening Number: 22-Conference Services-UNODC-171923-J-Vienna (O)
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 Secretariat to the Governing Bodies (SGB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. The incumbent will work under the overall supervision of the Chief of the Secretariat to the Governing Bodies.

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

Responsibilities

Within assigned authority, the incumbent will, in particular, provide full range of administrative support to the Chief and Secretary of the Commission on Narcotic Drugs (CND) and Commission on Crime Prevention and Criminal Justice (CCPCJ), as well as the United Nations Congresses on Crime Prevention and Criminal Justice Commissions. The incumbent will also provide the full range of support for assigned meetings of the Heads of National Drug Law Enforcement Agencies (HONLEAs) and Subcommission meetings, as well as the meetings of the Standing Open-ended Intergovernmental Working Group on Improving the Governance and Financial Situation of the UNODC (FinGov). The incumbent will be responsible for the following specific duties:
- Plan, prepare and maintain the yearly meetings calendar and meetings requirements in eMeets for meetings of the Commissions, HONLEAs, Subcommission, FinGov, etc. in close liaison with the Meetings Management Unit (MMU) of the Conference Management Service (CMS);
- Prepare invitations and assist with the organization and servicing of intersessional meetings and extended bureaux meetings of the Commissions;
- Establish the lists of speakers at Commission meetings and other events;
- Respond to enquiries and requests from delegations and Permanent Missions;
- Draft correspondence concerning administrative arrangements and substantive issues to meeting participants and permanent missions, including meeting invitations (letters, Notes Verbales, special messages);
- Plan, organize and service assigned meetings of subsidiary bodies of the CND; forecast documentation requirements in gDoc.2; prepare, process and monitor pre-session and in-session documentation; prepare information for participants; handle requests from government participants on logistics and documentation; service the meeting; process final report and monitor translation;
- Provide support for the management of the SGB administered web pages, in particular with posting documentation and checking and updating information;
- Make travel arrangements and process reimbursement claims for meeting participants, including travel arrangements for Bureaux members, as required;
- Perform functions of timekeeper of the Secretariat;
- Perform other administrative tasks, as required, such as providing assistance to the recruitment and administration of staff and/or consultants/individual contractors, as well as interns; requests for UMOJA (the in-house SAP system) roles, administration of phones and laptops, as well as related fees;
- Perform other work-related duties as required.

Competencies

• Professionalism: Has in-depth knowledge of the Organization’s conference policies and documentation submission processes, procedures and practices. Has good understanding of the functions and procedures of the Commission on Narcotic Drugs and the Commission on Crime Prevention and Criminal Justice, and related technical servicing requirements. Is able to research, select, organize and summarize information gathered from different sources and required for the preparation of meetings. Is able to identify issues and participate in the resolution of problems and initiate follow-up actions. Is able to handle sensitive situations and issues. 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.

• Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from 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.

• 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 is required.

Job - Specific Qualification

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.

Work Experience

A minimum of seven years of progressively responsible experience in conference support and servicing, servicing meetings of intergovernmental bodies, or other related fields, such as administrative support, is required.

Experience with the in-house SAP system (UMOJA) with regard to travel on behalf of, roles assignments and Human Resources shopping carts, is desirable.

Experience in submission of Human Resources Action Requests (HRAR) and recruitment using the recruitment platform, Inspira, is desirable.

Experience in using eMeets, DCPMS, gDoc.2 and ODS is desirable. Working experience with or within the United Nations system or similar international organizations, is desirable.

Experience dealing with policies, procedures and practices related to conferences is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English, is required. Good working knowledge of French or Spanish and/or another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

• This temporary position is expected to be available until 30.04.2022. Filling of this temporary vacancy and actual duration is subject to availability of the post and funding. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• 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.

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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