Job Opening

Posting Title: Staff Assistant, G5
Job Code Title: STAFF ASSISTANT
Department/Office: Office for the Coordination of Humanitarian Affairs
Duty Station: NEW YORK
Posting Period: 19 February 2018 - 20 March 2018
Job Opening Number: 18-Administration-OCHA-93136-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 Pooled Fund Management Branch (PFMB) of the Office of the Coordination of Humanitarian Affairs (OCHA). The PFMB ensures strategic engagement between OCHA managed financing instruments and broader system-wide humanitarian financing processes. The incumbent reports to the Chief of the PFMB.

Responsibilities

Within limits of delegated authority, the Staff Assistant is responsible for the following duties:

•Performs, under minimal supervision, the full range of office management and administrative support functions providing direct assistance to the Chief of the Branch.

•Maintains liaison with PFMB Section Chiefs and with all staff members regarding relevant administrative procedures and practices, providing support in the implementation of the secretariat’s workplan.

•Supports coordination with the Executive Office and with Senior Officials in other OCHA branches regarding on-going programmes and other administrative matters; monitors processes and schedules related to the PFMB’s outputs, products, tasks, etc.

•Ensures smooth and efficient information flow within the branch; prepares and processes confidential information; assists in the development of office administrative systems and procedures.

•Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events of PFMB with other OCHA bodies, and with other organizations of the United Nations System, as appropriate.

•Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

•Attends meetings, prepares minutes and monitors follow-up activities.

•Responds or drafts responses to a wide range of correspondence and other communications for the Chief of PFMB; uses standard word processing package to produce a wide variety of large, complex documents and reports. Manages, updates and further develops internal databases; updates website; 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 (e.g. answers requests requiring file search, etc.).

•Assists in the preparation and coordination of information management for the Chief, briefing packages and background information for official business and other events.

•Maintains calendar/schedules of the Chief; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work branch.

•Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

•Maintains files (both paper and electronic) and databases for the branch.

•Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

• 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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in general office support or related area. Experience in administrative support and coordination for senior officials is required. Experience using email applications such as Microsoft Outlook, Lotus Notes or similar is required. Experience using Microsoft Office Word, Excel and Powerpoint is required. Experience managing travel requests and bookings is desirable. Experience in using ERP systems (such as SAP, UMOJA or similar) is desirable. Experience using talent management platforms (such as People Soft, Inspira or similar) 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 a second official United Nations language is an advantage.
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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.

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

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.

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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Sorry, this job opening is no longer available.
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