Job Opening

Posting Title: LANGUAGE SERVICE ASSISTANT, G5
Job Code Title: LANGUAGE SERVICE ASSISTANT
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 15 December 2017 - 13 January 2018
Job Opening Number: 17-Language-DGACM-89758-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 Front Office, English Translation Service (ETS), Documentation Division, Department for General Assembly and Conference Management. ETS facilitates the deliberations and decision-making processes of the United Nations intergovernmental bodies and its conferences by providing efficient, effective and timely documentation services in the English language. The incumbent reports to the Chief of Service.

Responsibilities

Within delegated authority the incumbent is responsible for the following duties: • Performs independently and effectively the full range of office management and administrative support functions to the language Service/Section/Unit; Provides direct assistance to the Chief. •Upon instruction of the Chief, drafts correspondence for his/her signature. Types and proofreads outgoing reports, memoranda, correspondence, notices, etc., as instructed by the Chief. Takes and transcribes dictation, when required. •Provides assistance to the Chief in his/her preparation of the Performance Appraisal Reports for all staff. •Maintains and updates the administrative and personnel files of the Service with access to personal and confidential information on the staff in the processing of administrative matters. •Compiles productivity figures for monthly or yearly statistics of the Service/Section/Unit as a whole and for individual staff; provides other statistical information to the Director or Head of the Department as instructed by the Chief. •Assists the Chief in maintaining liaison with the Executive Office and other UN offices and units. •Screens telephone calls and incoming correspondence for the Chief; maintains a record of the Chief's schedule; makes tentative appointments for the Chief, obtaining concurrence before confirming the time; plan and makes travel arrangements for the Chief. •Performs, when required, other general administrative and clerical functions of the Service/Section/Unit; assists in ensuring the smooth electronic
transmission and processing of documentation; prepares daily and weekly lists/schedules; makes requisitions; maintains attendance records, etc. •Carries out such other tasks as may be requested by the Chief; covers other General Service staff functions when the latter are absent on annual or sick leave. •Performs other duties as required.

Competencies

•PROFESSIONALISM: Knowledge of general office and administrative support, including administrative policies and procedures, records management and filing. Ability to research, select, organize and summarize data and information required for the preparation of reports and statistics. 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 AND 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.

•TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation 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.

Work Experience

A minimum of several years of experience in general office support or related area. Experience in the use of software and internet applications, Microsoft Word and Excel is required. Experience in documentation processing workflow in an international organization and preparing statistical reports is desirable. Experience in using a global documents management system is desirable. Experience working in a Front Desk environment is desirable. Knowledge of scheduling and workflow for the production of official meeting records is desirable.

Languages

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

Assessment

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

Special Notice

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

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.

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.

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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