Application deadline 4 months ago: Wednesday 31 May 2023 at 23:59 UTCOpen application form
This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.
Org. Setting and Reporting The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.
This position is located in the United Nations Department of Safety and Security (UNDSS), Security and Safety Service (SSS), Office of the Chief of Security and Safety Service. The Administrative Assistant will report to the Administrative Officer. The Security and Safety Service is responsible for providing security to delegates, staff, visiting dignitaries and other visitors.
Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/
Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:
HUMAN RESOURCES - Initiates, reviews, processes and follows-up on actions related to the administration of the Service’s human resource activities prior to submission to the Executive Office and OHRM, e.g., initiates all actions within the substantive offices within the SSS Service on all activities relating to recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Follows up with OHRM and the Executive Office on the on boarding of the selected candidates. - Liaises with the Executive Office, Office of the Chief, Administrative Officer, and SSS supervisors regarding staff contract extension recommendations, Longevity Step recommendations, and Special Post Allowances, etc. - Responds to enquiries and provides information and advice to staff and managers regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. - Researches and drafts communications on routine and non-routine requests involving both Human Resources related and general administration issues. Makes proposals on the improvement of work processes. - In consultation with the Administrative Officer, manages a broad range of recruitment activities including preparation of Job Openings (JOs) and Temporary Job Openings (TJOs), review of applications , provision of short-lists to client entities, and oversees the maintenance of Job Opening files and keeps track of and monitors status of vacancy announcements; follows up with Programme Managers on recruitment targets and related actions. - Takes lead in coordinating and organizing Competency Based Interviews by identifying and confirming Interview Panel Members, verifying their eligibility to serve on the Panel, setting up interview schedule, communicating with short-listed candidates, making sure that appropriate venue has been reserved and required technology is available and well-functioning. Trouble-shoots and actively identifies solutions throughout the interview process. - Serves as an Interview Panel member and/or note taker for SSS internal rotations, TJOs and JOs. - Prepares interview evaluation reports and recommendation memoranda, Inspira Transmittal Memoranda, and liaises with the Executive Office regarding submission of JOs for endorsement to the Central Review Bodies. Liaises with the Office of the Chief and Office of the USG regarding selection of endorsed candidates. - Prepares and Maintains Within-Service Reassignment Orders involving coordination of timelines, maintenance of RDO database/files, and subsequent notifications to various offices. - In consultation with the Office of the Chief, Administrative Officer and SSS supervisors, prepares and compiles responses to the Management Evaluation Unit (MEU) and United Nations Dispute Tribunal (UNDT). - Monitors, reviews and follows up on the Service’s staffing table for HR and Budgetary vacant posts (encompassing UNA, QSA, OJA, GTA, and RCR) in relation to reassignments, transfers, separations, etc. - Identifies and brings to the attention of the Administrative Officer priorities for recruitment to ensure the smooth functioning of SSS operations. - Maintains internal SSS Human Resources related automated systems and applications. - Prepares relevant statistical data and organizational charts to support management decisions and actions. Takes lead in compiling data and preparing presentations for the monthly SSS Command and Staff meeting, EO presentations, USG briefings/ meetings, Weekly Report of Human Resources Processes, Vacancy Reports, SSS performance reports and quarterly gender statistics report for the Strategic Planning Unit. Prepares any ad hoc reports and charts on as required basis. - Coordinates and organised, in cooperation with multiple departments and offices, for the planning and organization of large scale recruitment campaigns for entry level security officers. - Keeps abreast of developments in various areas of human resources.
GENERAL ADMINISTRATION - Drafts routine correspondence to respond to enquiries in respect to relevant administrative and personnel matters. ¿ - Coordinates extensively with service units and liaises frequently with internal team members on as needed basis. - Performs other related administrative duties, as required (e.g., operational travel programme; initiating payment to individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of formal and informal communications; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. - Undertakes research on a range of human resources related issues, and makes proposals on the improvement of work processes. - Maintains internal SSS human resources related automated systems and applications including automated databases containing human resources related statistics, and prepares periodic reports. - May be responsible for guiding, training, and supervising the work of more junior General Service staff.
BUDGET AND FINANCE - Assists in the administration of travel for the Executive Protection Unit including the initiation, execution and follow up actions within Umoja, in coordination with Travel Unit, Payroll, and the DSS Executive Office. - Facilitates and supports the processing of expense reports including verification of travel dates, and relevant background information. - Provides regular reports to the SSS and the Executive Office regarding the management of the SSS/EPU travel programme and related expenditures.
CONTRACT ADMINISTRATION - Follows up and coordinates with the Executive Office for the recruitment of service contractors/individual consultants in support of SSS operations particular during the General Assembly and high level conferences. - Coordinates, liaises and follows up with the Executive Office, Headquarters Deployment Group and relevant substantive unit to enable the processing of payment for services provided by Individual Consultants and Individual Contractors. - Assists in the preparation of Request for Proposal (RFP) for new bids on as required basis.
Competencies - PROFESSIONALISM: Ability to perform a broad range of human resources and administrative functions. 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.
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.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education High school diploma or equivalent is required.
Work Experience - A minimum of seven years of experience in human resources, programme or project administration, finance, audit, technical cooperation or related area is required.
Experience using Enterprise Resource Planning (ERP) Systems such as Umoja, SAP or similar system is desirable.
Experience using recruitment platform using online talent management systems such as Inspira, PeopleSoft or similar is desirable.
Experience in the application of human resources rules and regulations in an international organization is desirable.
Experience in an Executive Office or similar setting is desirable.
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 desirable.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.
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. An impeccable record for integrity and professional ethical standards is essential.
Appointment or assignment against this position is for an initial period of one year.
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.
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.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the "Staff Selection System" and include the compliance review process by a review body described in staff rule 4.15.
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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
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.