Job Opening

Posting Title: Senior Staff Assistant, G6 [Filled from Roster]
Job Code Title: STAFF ASSISTANT
Department/Office: Department of Political Affairs
Duty Station: NEW YORK
Posting Period: 23 February 2018 - 24 March 2018
Job Opening Number: 18-Administration-DPA-93351-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 of the Office of the Under-Secretary-General (USG) for the Department of Political Affairs. The incumbent provides direct support to the Under-Secretary-General (USG) for the Department of Political Affairs. The Office of the Under-Secretary-General for Political Affairs is charged with the overall policy direction, supervision and management of the Department. For more information, http://www.un.org/undpa/en.

Responsibilities

Within delegated authority, the Senior Staff Assistant will be responsible for the following duties:

- Serves as the primary communications link between the USG and senior staff both at Headquarters and overseas; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information as well as brings sensitive and urgent matters to the attention of the USG, in a timely and accurate manner;
- Serves as first point of contact and liaison with senior officials internally and externally. Liaises with senior officials and ensures the timely preparation and submission to the USG of reports, talking points and briefing papers for the Secretary-General;
- Takes full responsibility for time management and scheduling including managing the USG's calendar of appointments by carefully evaluating prospective appointments in respect of ranks, affiliations and subject matter to be discussed with the USG, scheduling appointments mindful of the USG's workload and protocol requirements with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands., preparing for the USG materials relevant to the subject matter to be discussed and ensuring that the USG is available at the appointed time;
- Screens and prioritizes all incoming correspondence and all telephone calls/inquiries with tact and discretion and directs calls to officials under whose competence a particular call/inquiry falls; compiles relevant background documents and references; identifies issues requiring the USG's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken;
- Organizes all administrative requirements with respect to the USG's official travels by making travel arrangements, ensuring travel documents such as visas, laissez-passer are valid, completing travel claim forms upon the USG's return. Ensures that all concerned are informed of the USG's travel/visit and scheduled activities;
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine,
periodicals and other information sources to identify articles of interest to the USG;
- Compiles and analyzes basic data from a variety of sources (including Umoja and Unite Docs), summarizing and presenting conclusions for review by manager;
- Supports the USG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.;
- Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.);
- Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. Ensures that correspondence emanating from the Divisions/Offices for the USG's signature as well as notes to the SG, talking points, profiles and briefing notes conform to the established format;
- Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures, distributing work assignments, establishing deadlines, reviewing completed work, and keeping them informed of the USG's work programmes and priorities;
- Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner;
- Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications;
- Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems;
- Prepares, processes and classifies confidential information;
- 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;
- 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.

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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years of progressively responsible experience in general office support or related areas is required. Experience working for Senior Officials in an international organization is required. Experience in handling sensitive and confidential information is required. Experience involving contact with diplomatic personnel is required. Experience in making travel arrangements 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 an advantage.

Assessment

A written exam and competency-based interview may be required.

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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters 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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