Job Opening

Posting Title: STAFF ASSISTANT, G5
Job Code Title: STAFF ASSISTANT
Department/Office: Department of Economic and Social Affairs
Duty Station: NEW YORK
Posting Period: 22 December 2017 - 20 January 2018
Job Opening Number: 17-Administration-DESA-89632-R-New York (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 Strategic Planning & Communication Services (SPCS) of the Office of the Under-Secretary-General of the Department of Economic and Social Affairs. The incumbent reports to the Head of the Strategic Planning & Communication Services.

Responsibilities

Under the overall supervision of the Head of the Strategic Planning & Communication Services, the incument will be responsible for the following tasks:

- Provides secretarial and administrative support to the Strategic Planning & Communication Services of DESA.
- Performs administrative functions in the Field of General Administration:
- Maintains an electronic log of all incoming and outgoing correspondence using Unite Docs;
- Maintains extensive filing system and reference unit, thereby efficiently providing a transparent and accessible record of all communications and documentation;
- Designs sub-filing systems, as necessary, archiving and/or disposing of documentation no longer relevant to the work of SPCS;
- Maintains liaisons with senior officials both within and outside the Department;
- Screens incoming calls and correspondence, responding to questions regarding SPCS;
- Responds to general inquiries about the SPCS, provides a communication link between the Office of the USG, the SPCS and other UN staff
- Supports work related to the Executive Committee on Economic and Social Affairs (ECESA), including correspondence, organization of meetings and maintaining databases;
- Processes and follow-up on administrative arrangements and forms related to the official travel of staff initiated in Umoja
- Performs administrative functions in the Field of Budget and Finance using the Umoja Requisition module for low value purchases and consultants/contractors;
- Compiles background material in preparation of the SPCS work plan;
- Undertakes statistical work, designs and maintains up-to-date spreadsheets and database files, suggesting better ways to present required information;
- Maintain files of rules, regulations, administrative instructions and other related documentation;
- Performs administrative functions in the Field of Human Resources Management;
- Initiates, processes, monitors, reviews and follows-up on actions related to the administration of SPCS human resource activities, e.g. recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, etc., ensuring consistency in the application of regulations and procedures;
- Reviews entitlements-related claims and reports;
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Provides support to the OUSG, as required.
- Undertakes special assignments and performs other duties at the request of the office as required.

Competencies

Professionalism:
- Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.
- Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
- Knowledge of the organizational structures and responsibilities of the Department, and relationships within it; thorough familiarity with the structure and workings of the United Nations system; the United Nations Secretariat, UN regional commissions, United Nations funds and programmes, specialized agencies and coordination bodies, as well as knowledge of the inter-governmental machinery and its relationships with the Secretariat.
- 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.

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 decisions, even when such decisions may not entirely reflect own position.
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Work Experience

A minimum of five years of experience in administrative general office support or related area is required. Experience in administrative services, human resources and finance, including integrated information management system, such as Umoja or similar system, is required.

Languages

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

Assessment

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

Special Notice

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.

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. 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 maybe 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, 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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