Job Opening

Posting Title: Staff Assistant, G6 [Filled from Roster]
Job Code Title: STAFF ASSISTANT
Department/Office: Office of Internal Oversight Services
Duty Station: NEW YORK
Posting Period: 30 January 2018 - 28 February 2018
Job Opening Number: 18-Administration-OIOS-90832-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

The position is located in the Office of the Under-Secretary-General (OUSG) of the Office of Internal Oversight Services (OIOS). The Staff Assistant reports directly to the Special Assistant/ Chief of Office of the Office of the Under-Secretary-General and under the overall supervision of the Under-Secretary-General (USG).

Responsibilities

Responsibilities

The Staff Assistant is responsible for the following:

1. Schedule appointments for the USG. Receives visitors, such as officers, senior officials, ambassadors and government representatives of all levels. Ensures that briefing materials for meetings are complete.

2. Answers and screens incoming calls, determining when necessary/appropriate to interrupt meetings. Places phone calls for the USG. Obtains verbal information on behalf of the USG/Special Assistant.

3. Prepares and reviews outgoing correspondence and reports prepared by the USG and Special Assistant, as well as materials submitted for the USG's signature or approval, for format, grammatical, procedural and typographical accuracy. This requires a thorough knowledge of UN procedures.

4. Maintains log of incoming and outgoing documents on the Corlog database system and periodically runs reports for follow up and case files.

5. Maintains liaison with senior officials both in and outside the organizational unit by following up on commitments and coordinating the collection and timely submission of reports.

6. Anticipates the requirements of the USG and her/his Special Assistant in preparing their reports and workplans by organizing materials.

7. Sets up and maintains all the USG's files and that of her/his Special Assistant; responsible for the safekeeping of confidential files.

8. Takes dictation and prepare correspondences, reports and memoranda from notes and edited drafts.

9. Drafts routine letters, memoranda and notes without supervision.

10. Reviews the efficiency of current administrative procedures and, as appropriate, streamlines procedures within the Office, such as the creation of macros and forms to facilitate the workflow. Troubleshoots Microsoft Office and other applications when necessary.

11. Makes travel arrangements, obtains visas, often at the last minute, due to unexpected travel.

12. Acts as backup for the senior secretary of the OUSG.

13. Performs other duties as assigned by the USG or her/his Special Assistant.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Ability to speak and write clearly and effectively, while listening to others and correctly interpreting messages and responding appropriately. 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

Seven years of progressively responsible work experience in general office support or related area is required, two years of which should be working for high-level officials at the United Nations or another international organization or at a large private sector company. Experience providing administrative support to senior level officials including coordination and maintenance of physical and electronic filing and scheduling is required.

Languages

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

Assessment

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

Special Notice

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; may be accepted in lieu of the GGST.

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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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 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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