ADMINISTRATIVE ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting The position is located in the Salaries and Allowances Division of the International Civil Service Commission (ICSC) secretariat. The incumbent reports to the Division Chief.

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; provides direct assistance to the Division Chief.*Maintains liaison with the Executive Office and with senior officials in the ICSC, regarding ongoing programmes and other administrative matters; monitors processes and schedules related to the Division's outputs, products, tasks, etc. *Ensures smooth and efficient information flow within the Division; prepares and processes confidential information; assists in the development of office administrative systems and procedures.*Researches, compiles and summarizes background materials for use in preparation of reports, briefs, memos, speeches, etc. *Provides assistance in coordinating the secretariat-wide activities (meetings, training, etc.), special projects and events. *Coordinates the work of office support staff in providing meetings servicing/administrative support to the Commission sessions and working group meetings. *Attends meetings, prepares minutes, and monitors follow-up activities. *Responds or drafts responses to a wide range of correspondence and other communications; uses standard MS Word to produce a variety of large, complex documents and reports. *Manages, updates, and maintains internal databases; generates a variety of Excel-based statistical and other reports from various databases.*Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for the UN-standard format, grammar, punctuation and style.*Responds to complex information requests and inquiries (e.g., answers requests requiring file search, etc.). *Assists in the preparation of presentation materials, using appropriate technology/software.*Provides some specialized support to the Division (e.g., technology support, editing, desktop publishing, etc.). *Maintains calendar/schedules of the Division Chief: monitors changes and communicate relevant information to appropriate staff inside and outside the Division. *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(¢.g., travel requests, expense claims, vouchers, visa applications, etc.). *Maintains files (both paper and electronic) and databases for the Division.*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.

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.

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.

Work implies frequent interaction with the following: Staff in the Salaries and Allowances Division as well as that in ICSC. Visitors and representatives from Permanent Missions, UN Common System Organizations, etc. Contacts in other international organizations, government institutions, ‘non-governmental organizations, universities, the media, etc.

Results Expected: Provides the full range of office management and administrative support, working under minimal supervision. Effectively tracks, monitors, and provides quality control of key deliverables. Effectively organizes and manages records and data. Discretely handles confidential material/matters. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels.

Education High school diploma or equivalent is required.

Job - Specific Qualification Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience A minimum of five years of experience in general office support or related area.

Experience working with Conference Services in the preparation of documents desired

Two to three years experience using Microsoft excel and word is desired

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

Assessment Evaluation of qualified applicants may include an assessment exercises, which may be followed by a competency-based interview.

Special Notice United Nations Considerations The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.

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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.