PUBLIC INFORMATION ASSISTANT
Application deadline in 12 days: Saturday 14 Oct 2023 at 23:59 UTCOpen application form
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 This position is located within the NGO Relations, Advocacy and Special Events Section, in the Outreach Division of the Department of Global Communications (DGC). The Section is comprised of two teams. The first accredits and manages relations with non-governmental associations associated with the Department of Global Communications and other civil society organizations. The second manages the Creative Community Outreach Initiative (CCOI) and the Messenger of Peace (MoP) Programme. CCOI promotes partnerships and collaborations with the global entertainment industry, including film, television, documentaries, new media, sport and music; the MoP Programme coordinates the advocacy work of the UN Messengers of Peace on behalf of the Organization and coordinates policy on celebrity advocacy, including Goodwill Ambassadors, across the UN System globally. The incumbent reports to the Chief of the Section.
Responsibilities Within delegated authority, the Public Information Assistant will be responsible for the following duties:
Provides general office support; responds to complex information requests and inquiries; processes, drafts and finalizes correspondence and other communications; coordinates the schedule of meetings for the Chief of Section, sets up and maintains files/records, organizes meetings, monitors deadlines, and works in the relevant administrative tools.
Coordinates administrative services, including preparing, monitoring and processing in Umoja various requisitions, service contracts and payment vouchers, coordinating special assignments and related travel authorizations, etc.; is the focal point for the Section's budget, helps support the Section’s recruitment processes and communicates with the DGC Executive Office on administrative matters, as required.
Provides specialized assistance to officers in the planning, organization and execution of outreach activities and events targeting the creative community, including Messengers of Peace, as well as civil society organizations.
Manages, updates and further develops internal databases, including those used for influencer outreach; updates the CCOI and MOP web sites, to include drafting and editing content; assists in design, development and maintenance of Internet applications; generates a variety of standard and non-standard statistical and other reports from various databases.
Researches, compiles and presents basic information for use in the preparation and production of communications products/services, including public-facing material and also provides assistance in monitoring and reporting on impact of the section's work. Helps in designing promotional and informational material, e.g. invitations, presentations, announcements, catalogues, monitoring and reporting material, etc.; ensures that photos, graphics, etc. are appropriate and conform to UN standards for print materials.
Ensures availability and appropriate packaging of products for distribution at special events, exhibits, conferences, media functions, etc.
Coordinates and liaises with external producing partners, relevant offices at the UN, contractors, VIPs, etc., and arranges the participation of artists and guests in events, including travel procedures and visa procurement.
Provides guidance/training to junior staff and interns.
Performs other duties as assigned.
Competencies Professionalism: Knowledge of internal policies, processes and procedures related to communication and to administrative issues, as well as planning, organization and execution of outreach activities. Ability to research information from a variety of sources. 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 the 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 is required.
Work Experience A minimum of five (5) years of progressively responsible experience in public communication, international broadcasting or related areas is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
Experience in using the Supplier Relationship Management (SRM) and Travel modules of an Enterprise Resource Planning (ERP) system such as SAP/Umoja is required.
Experience with talent management systems in administrative capacity, such as Inspira/PeopleSoft, is required.
Experience in supporting the administration of a section/project budget, including monitoring expenditures, is required.
Experience working in the United Nations or a comparable international organization is desirable.
Experience in booking conference rooms through an electronic system, such as gMeets, is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the position 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 will be followed by competency-based interview.
Special Notice Appointment against this position is for an initial period of one year.
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.
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.
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.