Job Opening

Posting Title: Staff Assistant, G5
Job Code Title: STAFF ASSISTANT
Department/Office: United Nations Conference on Trade and Development
Duty Station: GENEVA
Posting Period: 29 May 2017 - 27 June 2017
Job Opening Number: 17-Administration-UNITED NAT-79929-R-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Recruitment for this position is done on a local basis whether or not the candidate is a resident of the duty station. This post is subject to the availability of funding.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

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.

Org. Setting and Reporting

This post is located in the Resources Management Service of the United Nations Conference on Trade and Development (UNCTAD). Under the overall guidance of the Chief, Resources Management Service (RMS) and the supervision of the Programme Management Officer, the incumbent:

Responsibilities

• Performs, as part of a team, under minimal supervision, the full range of programme and administrative support functions;
• Maintains liaison with the Sections of RMS and UNCTAD Divisions regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the unit; 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.
• Provides assistance in the coordination of activities, special projects and events.
• Provides advice, assistance and guidance to staff on relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
• Attends meetings, prepares minutes, monitors follow-up activities.
• 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.
• Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and other reports from various databases.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Responds to complex information requests and inquiries, as appropriate.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave monitoring, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or follow-up on administrative requests/documents
• Supports the coordination in receiving, reviewing and follow up for approval of MoUs, Contributions agreements and other instruments that requires the approval of the Chief of ; maintains files (both paper and electronic) and databases for work unit.
• Serves as alternate Umoja security liaison officer in support of UNCTAD staff with user access mapping, and guidance on ESS/MSS services, travel management, time management and requisitioning processes.
• Performs other duties as assigned.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative, financial and human resources policies, processes and procedures. Knowledge of the functioning of administrative services of the United Nations Secretariat in Geneva. Knowledge of office software (Word, Excel, Powerpoint). Knowledge of ERP systems and recruitment platforms, such as UMOJA and INSPIRA. 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.

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.

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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five (5) years of experience in general office support or related area is required, preferably including at least three (3) years within the UN Secretariat. Experience with ERP systems and recruitment platforms, such as UMOJA and INSPIRA would be an asset.

Languages

Fluency in English and French is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

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