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.

Salary

The salary for this job should be more than 8,679 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The post is located in the Office of the Director, Division of Administration, United Nations Office at Geneva. The incumbent reports to the Director of Administration.

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

Preparing correspondence: - Serves as focal point for all incoming and outgoing communications, including coordinating the submission of inputs and talking points. - Ensures the smooth flow of correspondence to and from the Office of the Director, bringing urgent matters to the Director's attention immediately, with background documentation. - Translates routine correspondence from French to English and from English to French. - Independently drafts, reviews, edits and proof reads documents, such as notes, memoranda, letters, talking points, etc. submitted for the signature of the Director and for the DirectorGeneral, paying particular attention to accuracy, grammar, punctuation and style and for adherence to established standards of format. - Responds to or prepares routine correspondence and other communications in English and French. - Oversees and provides guidance to other front office staff within the Division on filing system comprising correspondence and documentation, including that of a confidential and political nature. - Drafts, reviews, edits, provides guidance to staff on, and disseminates, official communications. - Prepares relevant background material and documents for meetings and conferences in which the Director is involved and communicates information to appropriate participants (UNOG personnel and outside officials).

Organizing meetings: - Maintains the Director's calendar and schedule of appointments. - Schedules appointments taking into account meetings already scheduled and possible overlaps. - Suggests priorities among pending requests and invitations. - Modifies appointments as requested (frequently at last-minute). - Ensures that recurring key meetings take place in the expected frequency and arranges all logistics for these meetings and, when appropriate, drafts agenda and meeting minutes. - Monitors deadlines for completion of requested tasks and draws the Director's attention to pending deadlines. - Liaises with participants of meetings in which the Director is involved. - Responds to moderately complex information requests and inquiries, including of a sensitive nature, or refers calls/visitors to appropriate staff member. - Using discretion and tact, filters telephone calls and visitors for the Director, requesting access when appropriate for the latter.

General Administration: - Undertakes all administrative functions pertaining to the Director's needs, as well as the staff in the Office of the Director. - Makes all travel arrangements for the Director, including visa formalities, ticketing and actions in Umoja. - Prepares the Director's schedule of meetings before official missions and adjusts schedule as needed during missions. - Keeps abreast of ongoing matters/issues in the Office of the Director. - Identifies diverse issues/problems as they arise, and raises them with the Director. - Coordinates extensively with UNOG staff and outside officials with regard to all of the above duties. - Assists other staff in the Division of Administration, as may be requested during absences and is responsible for uninterrupted office coverage within the Office of the Director. - Takes initiative and independently carries out routine matters, which do not require the intervention of the Director. - Provides guidance and training to other general service staff in the Division when required. - Ensures that bills pertaining to the Office of the Director are processed and paid in a timely manner. - Performs additional duties as requested.

Competencies PROFESSIONALISM: Familiarity with UN correspondence guide. Knowledge of file management and correspondence databases. Applies discretion as appropriate regarding visitors, meetings, correspondence, etc. 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.

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.

Work Experience At least ten years of experience in administrative/secretarial services or office support is required.

At least three years of experience supporting senior-level officials is desirable.

Experience working in ERP systems, such as Umoja, is desirable.

Front office experience is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French is required. Knowledge of another United Nations official language is desirable.

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

Special Notice- This position is temporarily available for three (3) months, with a possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

- Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

- Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.

- Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.

- 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

- This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

- A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.

- 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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1.

- 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.

- For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

- For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

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.