ADMINISTRATIVE ASSISTANT

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Office of the Special Envoy of the Secretary-General for Syria

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Application deadline 1 year ago: Friday 25 Nov 2022 at 23:59 UTC

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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.

Salary

The salary for this job should be more than 7,272 USD.

Salary for a G-5 contract in Geneva

The salary of a G-5 depends on the duty station. The minimum salary there is 6,561 CHF (~7,272 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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Org. Setting and Reporting This position is located in the Office of the Special Envoy for Syria (OSE-Syria) in Geneva. The position reports to the Chief of Mission Support.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:

General Administration - Supports in organizing high-level meetings to include liaison with security, Swiss police, protocol, conference management, catering, interpretation and translation service, and ICTS. - Processes travel requests, expense claims, visa applications and security clearances. - Co-ordinates all translation requirements for the team using the online application Doc. - Co-ordinates all matters related to Video teleconferencing and Audio Bridges. - Processes all incoming and outgoing correspondence, including confidential documents and maintains files and records (both paper and electronic). - Ensures smooth and efficient information flow within the office; prepares and processes confidential information. - Advises and makes arrangements for ordering, delivery of office supplies and equipment. - Arranges with the identification unit accreditation for staff and meeting participants; - Attends meetings, prepares minutes, monitors follow-up activities. - Responds or drafts responses to a wide range of correspondence and other communications.

Human Resources Management - Enters and maintains administrative data and records for time and attendance in Umoja. - Provides advice and guidance to staff with respect to administrative procedures, processes and practices, as necessary. - Prepares required documentation for payment of services.

Protocol Matters - Drafts Note Verbales to Permanent Missions. - Liaises with Embassies and Consulates to make necessary arrangements for the issuance of visas for official missions. - Liaises with Protocol unit for high-level transport arrangements and space allocation.

Contract Administration - Initiates and finalizes negotiations with external contractors for procurement of goods and services for Low Value Acquisitions. - Prepares and follows-up on requisitions and purchase orders for procurement of goods and services.

Work implies frequent interaction with the following: - Department of Safety and Security - Conference Management Services - Permanent Missions - Embassies and Consulates - Information, Communication and Technology Service - Supplies, e.g. Catering, Stationary, Consultants.

Competencies - PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

•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.

•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.

Education High school diploma or equivalent is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

Work Experience At least five (5) years experience in administration or related area is required.

At least two (2) years experience in the United Nations Common system is desirable.

A minimum of two (2) years of experience in a front office environment is desirable.

A minimum of one (1) year using ERP for time management, travel, etc. is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and knowledge of French is required.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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.

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.

Added 1 year ago - Updated 1 year ago - Source: careers.un.org