LEGAL ASSISTANT

Contract

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

This position is located in the Office of the Under-Secretary-General for Legal Affairs (OUSG) in the Office of Legal Affairs (OLA). The incumbent reports to a Principal or Senior Legal Officer.

Responsibilities

Within limits of delegated authority, the Legal Assistant may be responsible for the following duties: •Conducts basic research using a variety of sources, including, in particular, the OLA Registry, Prodagio for review of Principal or Senior Legal Officer. •Compiles legal materials for use in the preparation of legal opinions, for inclusion in studiesand reports. •Assists in the maintenance of a body of legal reference files, both paper and electronic, to ensure rapid retrieval of critical information; conducts reference searches upon request; reviews material and determines appropriate file classification category; identifies material for inclusion in files; coordinates with Archives on retirement, storage and retrieval of files; participates in initiatives to enhance existing systems for records management and retrieval, including development of proposals for consideration. •Reviews, verifies and processes legal instruments, ensuring conformity to relevant guidelines and requirements; extracts key data and update database; monitors requisite follow-up actions,approvals, etc. •Drafts, edits and conducts final check for accuracy of a variety of specialized documentation, legal publications, and related correspondence. •Manages individual case files, maintaining and updating detailed "docket sheets" and ensuring that all related correspondence and other documentations are appropriately filed, registered and followed up as necessary. •Independently handles a variety of relatively complex verbal and written inquiries from internal and external parties, including providing detailed information on processes and procedures related to a range of legal activities, instruments, issues, etc. •Assists in servicing various committees and other meetings, including assisting in the preparation of pre-, in- and post-session documents, preparation of draft of Journal and summaries, establishes log and assigns document identification symbols; coordinates with relevant units; prepares and updates programme of work, delegation and documents lists; tracks status of meetings and monitors follow-up actions, etc. •Provides technical assistance and organizes logistical aspects for meetings including the annual meetings of Network of Legal Advisers of Specialized Agencies, Related and other Organizations (UN System), network of the Legal Advisers and Legal Liaison Officers of the United Nations Offices, Funds and Programmes and the meeting of the Field Legal Officers. •Coordinates ceremonies (e.g., signings, etc.) and related meetings, ensuring timely receipt of legal instruments and other requisite documentation. •Maintains internal databases on cases for tracking and trend analysis; generates a variety of standard and non-standard statistical and other reports from various databases and posting of documents on the website. •Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications, specialized legal documentation; performs budget preparation input monitoring and implementation, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. •Undertakes the functions of the Personal Assistant in their absence, as required. In addition, the Legal Assistant will also provide a wide range of administrative support to the Principal or Senior Legal Officer: •Coordinates administrative services (e.g., translation of legal publications,) including preparing and monitoring requests, liaising with relevant units, and maintaining related statistics for reporting purposes as required. •Performs a variety of administrative duties through standard internal tools such as lnspira and Umoja, for matters of attendance reporting, requesting office supplies, requesting facilities management services. •Assists in preparation of memoranda and correspondence for the signature of the USG. • Assists the Senior Legal Officer in preparing the Legal Counsel for meetings through compiling and organizing background notes, talking points or other relevant preparatory material. •Receives all incoming OLA communications and processes it accordingly. •Assists in preparing and compiling meeting files and materials for the USG, including preparatory materials for the SG's Management Committee and Executive Committee meetings as well as materials necessary for Legal Counsel's official missions. •Provides guidance and training to less experienced staff in administration, protocol, and other relevant procedures. •Performs other ad hoc duties as assigned.

Competencies

•Professionalism: Knowledge of organizational legal framework, relevant legal processes, procedures and terminology for review, examination, preparation and processing of legal documents. Ability to conduct research using diverse legal research sources [including electronic sources on the internet, intranet and other data bases). Ability to review and synthesizes information and present findings and recommendations in a required format. Knowledge of information management, classification and retrieval systems. Ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials. 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. •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. •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 is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in supporting legal proceedings/procedures, conference servicing, general office support or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience in a front office environment is required. Experience in handling sensitive and confidential information is desirable. Experience working with high-ranking officials of the United Nations or a similar international orgainzation is desirable. Experience working in the United Nations common system or similar international organization 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

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

Special Notice

•This is a temporary position for maternity leave replacement. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • 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. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • 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.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.