Job Opening

Posting Title: Executive Secretary
Job Code Title: EXECUTIVE SECRETARY
Department/Office: UNITED NATIONS OFFICE AT GENEVA
Duty Station: GENEVA
Posting Period: 21 October 2016 - 19 December 2016
Job Opening Number: 16-Administration-UNOG-68571-D-Geneva (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

The Joint Inspection Unit(JIU), located in Geneva, is the only independent external oversight body of the United Nations system mandated to conduct evaluations, inspections and investigations system-wide. The JIU is responsible to the General Assembly and to the competent legislative organs of those specialized agencies and other organizations within the United Nations system that accept its statute. It is a subsidiary organ of the legislative bodies of the organizations. Applicants from organizations within the United Nations system that have accepted the JIU statute will be considered internal candidates for this position, provided they have been appointed through the normal appointment and promotion procedures applicable in their organizations.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

An impeccable record for integrity and professional ethical standards is essential. All staff at the D2 level and above are required to submit a financial disclosure statement upon appointment and annually thereafter.

Qualified female candidates are strongly encouraged to apply.

Org. Setting and Reporting

The Executive Secretary assists the Joint Inspection Unit. The incumbent is appointed by the Secretary-General after consultation with the Unit and the Chief Executives Board for Coordination (CEB). The Unit may provide feedback on the incumbent's performance to the Secretary-General. The Inspectors, through the Chairman, provide general guidance to the incumbent who reports back accordingly. The position is located in the Joint Inspection Unit (JIU) in Geneva.

Responsibilities

Under the policy guidance provided by the Unit within the provisions of the JIU Statute, the United Nations regulations and rules, and the Standards, Guidelines and Procedures of the JIU, the incumbent, in his or her capacity as the head of the JIU Secretariat, will be responsible for the following duties:

•Provides assistance and administrative and technical support services to the Inspectors in the discharge of their duties.•Manages and supervises the JIU Secretariat, including the work of staff assigned to assist Inspectors in the preparation of their outputs. Responsibly manages the staff as well as ensures effective and timely support for the work of the Unit. •Manages the human, financial and other resources of the JIU Secretariat in compliance with UN Regulations and Rules; •Under the guidance of the Chair, prepares the draft proposed programme budget of the JIU for consideration by the Unit and participates in its consideration by the appropriate advisory and legislative bodies; •Supports the Unit in monitoring the implementation of its annual Programme of Work; •Supports efforts of the Unit towards resource mobilization;•Assists and advises the Inspectors, as required, on the content and preparation of reports, notes and confidential letters; •Advises the teams on issues of compliance with the requirements contained in the technical tools, norms and standards in force adopted by the Unit.•Prepares substantive documents for consideration by the Unit including the draft Programme of Work and the draft Annual Report;•Participates in the meetings of the Unit, as required, and provides technical and substantive support; •Liaises with the JIU participating organizations in relation to the Programme of Work of the Unit and to administrative issues, keeps the Unit updated on developments in the participating organizations and relations with them, and provides support to Inspectors in their interactions with the participating organizations; •Provides oversight for the maintenance of the web-based tracking system for the follow-up of the acceptance and implementation of the recommendations of the JIU reports.•Submits to the Unit an annual report on the activities of the Secretariat.

Competencies

PROFESSIONALISM:
-Demonstrates knowledge of key programme and management issues in the United Nations system
-Demonstrates knowledge of United Nations regulations and rules, especially in matters relating to finance and budget, human resources management and programme planning
-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.-
-Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

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.

COMMUNICATION:
-Speaks and writes clearly and effectively;
-Listens to others, correctly interprets messages from others and responds appropriately;
-Asks questions to clarify, and exhibits interest in having two-way communication;
-Tailors language, tone, style and format to match the audience;
-Demonstrates openness in sharing information and keeping people informed


VISION:
-Identifies strategic issues, opportunities and risks.
-Clearly communicates links between the Organization's strategy and the work unit's goals.
-Generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction.
-Conveys enthusiasm about future possibilities.


JUDGEMENT/DECISION-MAKING:
-Identifies the key issues in a complex situation, and comes to the heart of the problem quickly
-Gathers relevant information before making a decision
-Considers positive and negative impacts of decisions prior to making them
-Takes decisions with an eye to the impact on others and on the Organization
-Proposes a course of action or makes a recommendation based on all available information
-Checks assumptions against facts
-Determines that the actions proposed will satisfy the expressed and underlying needs for the decision
-Makes tough decisions when necessary.

Education

Advanced university degree (Master's degree or equivalent degree) in business administration, public administration, law, economics, social science or in a related field. A first-level university
degree in combination with two years of additional qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

•Over 15 years of progressively responsible experience in management, administration, finance, programme management, programme planning, budgeting or in one or more areas of oversight (inspection, evaluation or audit) is required.
•Out of these, at least 5 years of work experience at the senior management level in international, multilateral or intergovernmental organizations in one or more areas of oversight (inspection, evaluation or audit) is required. Three years of this experience as the head or deputy head of a department, office or unit with responsibilities in the area of oversight is desirable.
•Experience in successfully managing staff in a multicultural environment is required.
•Experience with the interpretation of financial and staff regulations and rules and related policies in an international, multilateral or intergovernmental organization is desirable.
•Experience in managing organizational change in an international, multilateral or intergovernmental organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of other UN official languages is desirable.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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