Senior Administrative Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting This position is located in the Office of the Chief, Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Conference Management Service Officer in the Office of the Chief, and the overall guidance of the Chief, CMS.

For additional information, please visit the UNOV/UNODC website: www.unov.org.

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

Administration - Coordinate and follow-up on programmatic/administrative tasks necessary for the management and functioning of CMS. - Support and advise the Chief, CMS, and the Conference Management Service Officer in day-to-day administrative matters; bring attention to priority issues and monitor delivery of key reports and deliverables; identify and resolve diverse issues/problems as they arise and determine appropriate actions. Assist in reviewing policies and decisions by the Department for General Assembly and Conference Management (DGACM). Participate in high-level task forces and working groups on relevant topics assigned by the Chief. - Undertake research and analysis of any issue of relevance to the Chief, CMS; identify trends and potential problems, brief the Chief and make recommendations; collect data from relevant databases and prepare customized complex reports. - Organize and coordinate events for the service; prepare related materials for senior management. - Act as back-up certifying officer for CMS accounts.

Communications - Contribute to the development and production of official communication materials in English and any other official language of the United Nations with minimal supervision; track, research and gather information to produce communications for targeted audiences. - Draft, review and edit a variety of written outputs, such as sections of reports, newsletters, articles. - Prepare background information, briefs and talking points on relevant topics. - Respond to a broad range of questions and information requests related to the management of conference services in Vienna; forward questions/requests as appropriate to relevant parties for reply; monitor deadlines.

Human Resources Management - Act as focal point for all human resources related matters in CMS (including acting as Senior Time Administrator for the service); monitor and project the staffing needs in CMS; ensure that resources are used efficiently and within the established budget. - Ensure compliance with rules and regulations, and DGACM-specific procedures, coordinate the administration of the Service’s human resource activities. - Monitor internal staffing table to ensure correctness and prepare relevant reports and statistical analysis. - Oversee the filling of vacancies and manage all recruitment activities in CMS; participate in the selection of candidates for positions in the Professional and General Service categories, including evaluating and screening applications of candidates, preparing profiles of candidates in coordination with hiring managers and other related actions. - Undertake research on a wide range of HR-related issues; prepare notes/reports; take follow-up actions in coordination with the Human Resources Management Service and counterparts in other duty stations and/or with the Executive Office, Department for General Assembly and Conference Management (DGACM/EO). - Provide expert guidance to CMS managers and staff on HR-related matters. - Serve as backup in the absence of the Conference Management Service Officer. - Perform other work-related duties as assigned.

Competencies - Professionalism: Knowledge of United Nations conference services policies and practices, including in financial and human resources areas. Understanding of the functions, organization and roles of Conference Management Service Sections/Units. Ability to perform a broad range of administrative functions related to 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 achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

  Job - Specific Qualification Passing the Global General Service Test (GGST) is required 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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, ECA, ESCA, UNOG, UNOV, ICTR or ICTY may be accepted in lieu of the GGST.

Work Experience Ten years of progressively responsible professional experience in conference services is required.

Work experience with an enterprise resource planning (ERP) system is required.

Work experience in the area of management, planning, statistical analysis, budget activities, finances and/or human resources is desirable.

Experience drafting texts 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 other official United Nations languages is desirable.

Assessment Evaluation of qualified candidates may include an assessment exercise and a 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.

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 United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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.