Job Opening

Posting Title: Special Assistant, Administration, P5
Job Code Title: SPECIAL ASSISTANT, ADMINISTRATION
Department/Office: Office of Central Support Services
Duty Station: NEW YORK
Posting Period: 12 February 2018 - 28 March 2018
Job Opening Number: 18-Administration-DM OCSS-91593-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The incumbent will report to the Assistant Secretary-General of Central Support Services in the Department of Management.

Responsibilities

Within the delegated authority, the Special Assistant will provide the Assistant Secretary-General (ASG) of the Office of Central Support Services (OCSS), Department of Management, with primary and substantive support related to his/her executive direction and management of support services in the areas of procurement, facilities management, travel and transportation, commercial activities, and business continuity activities.

The incumbent's responsibilities will include the following:

Advising and assisting the ASG/OCSS in planning, policy making and implementation of the various work programmes administered by his/her Office, formulating policy recommendations, reviewing all correspondence and relevant official documents highlighting pertinent information and those requiring attention or appropriate action and ensuring follow-up, where required.

Drafting, reviewing and coordinating inputs for the Secretary-General's reports relevant to the activities of OCSS, and producing briefing and relevant materials for the ASG/OCSS to support the ASG/OCSS at meetings with the Advisory Committee on Administrative and Budgetary Questions (ACABQ), the Fifth Committee, the General Assembly, the High-Level Committee on Management (HLCM), the HLCM-Procurement Network, and other external and internal bodies.

Reviewing of minutes and recommendations of the Headquarters Committee on Contracts, Headquarters Property Survey Board, Post Award Review Committee, audit and investigation reports and other correspondences for approval by the ASG/OCSS and coordinating inputs within OCSS, as and when necessary.

Managing the daily work of the Office of ASG/OCSS, which include establishing priorities of the Office; representing OCSS in working groups, task forces and staff/management advisory groups requiring overall coordination of OCSS; supervising the staff of the Office of ASG/OCSS.

The incumbent is also responsible for maintaining liaison with the Office of Under-Secretary-General for Management, the Office of Assistant Secretary-General of Programme, Planning, Budget and Accounts, the Office of Assistant Secretary-General of Human Resources Management, and the Executive Office of the Department of Management in matters relating to staffing and budget; providing recommendations on a wide range of programmatic issues.

Competencies

Professionalism: Knowledge of the United Nations system’s policies and procedures and the United Nations' staff rules and regulations or that of a similar international organization. Ability to analyze a diverse range of administrative guidelines, bulletins and manuals including but not limited to human resources, facilities management, procurement, travel and transportation and investment management and business continuity activities. Ability to provide senior officials with effective, proactive and extensive support and perform advisory and monitoring functions. demonstrates initiative, ability, and creativity to effectively attain objectives. Ability to develop, implement and coordinate work plans. 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.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Monitors and adjusts plans and actions as necessary. Allocates appropriate amount of time and resources for completing work. 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, ring information and keeping people informed.

Leadership: Serves as a role model that other people want to follow. Empowers others to translate vision into results. Is proactive in developing strategies to accomplish objectives. Establishes and maintains relationships with a broad range of people to understand needs and gain support. Anticipates and resolves conflicts by pursuing mutually agreeable solutions. Drives for change and improvement; does not accept the status quo. Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspective 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.

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 public or business administration, management or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of ten years of progressively responsible experience in administration, budget, finance, human resources or related field is required. Experience in a multi-cultural, international setting dealing with intergovernmental, legislative and oversights bodies is required. Experience in supporting a senior manager including a Front Office setting is desirable.

Languages

English and French are working languages of the United Nations. For the position 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 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.

Staff members of the United Nations Secretariat must fulfill the lateral move(s) requirements, or geographical to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral or geographical move(s) in their Personal History Profile (PHP) and cover note.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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