Job Opening

Posting Title: Administrative Assistant, G5 (Temporary Job Opening)
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: NEW YORK
Posting Period: 22 March 2018 - 04 April 2018
Job Opening Number: 18-Administration-UNODC-95092-J-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 New York Liaison Office (NYLO) of the United Nations Office on Drugs and Crime (UNODC), Division for Policy Analysis and Public Affairs (DPA). The incumbent will work under the direct supervision of the Representative, NYLO.

For more information about UNODC, please visit www.unodc.org

Responsibilities

The incumbent will be responsible for the following tasks:

*Assist in the planning, coordination, preparation and execution of events and launches. Liaise and collaborate with relevant UN entities, Permanent Missions, CSOs, media, and academic institution representatives throughout the process, assist in development of event agendas, create and/or maintain guest lists, make arrangements for venue bookings, and assist during the event to ensure smooth event, as well as after for post event follow up.

*Serve as focal point for administrative coordination of activities, involving liaising with diverse organizational units to initiate requests and follow-up on administrative actions. Ascertain which agency or organization is the most appropriate for answering inquiries, request the necessary information or action, conduct vigilant follow-up until desired action or information is acquired. Attend to a range of IT needs in the office. Handle telephone issues. Establish/manage for office procurement needs.

*Attend to budget and administrative and inquiry matters. Maintain records of budget allotment and expenditures. Process travel expenses. Handle invoices from vendors, and arrange payment based on the appropriate budget lines. Coordinate with Executive Office and UNODC Headquarters on budget and administrative matters. Ensure phone bills are obtained, vetted and processed. Field external requests for information, respond to questions, and determine to whom inquiry should be referred. Place orders for office supplies, maintain New York Times subscription and collect NY Times and Journal daily, and ensure Journal is vetted.

*Provide key and general assistance and support to the New York Liaison Office, including conducting of research and drafting correspondence, taking dictation, creating charts and presentations. Keep files for the office. Answer phones and process and route incoming mail. Maintain office contacts list. Arrange meetings. Prepare materials.

*Provide mission support for the Representative of the New York Liaison Office and to the Executive Director (ED) and senior officials during their visits to New York. Arrange travel. Compile reference documents for the ED to use during his visits. Make appointments and prepare schedules for the ED's visits and ensure that information is kept up to date and is easy to reference by the ED. Arrange local transportation for the ED, and handle up-to-the-minute changes in his agenda/car service needs, liaise with ED's front office to coordinate travel to the United States.

*Perform other work related duties as assigned.

Competencies

PROFESSIONALISM

Is able to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Is able to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to work well with figures, undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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 work experience in programme or project administration or a related area is required. Work experience in administrative/ programme support in drug prevention or crime control required. Substantial experience in a front office or Mission is likewise required. Experience with UN legislative documentation and machinery is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

Notes:

* This post is available for 3 months pending the filling of the post through regular recruitment process.

* 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

* A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.

* Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

* Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

* Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

* While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

* The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

* Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, 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 and/or violations of international human rights law and international humanitarian law.

* For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

* The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

* Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

* Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Other Skills and Requirements

Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

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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