SENIOR STAFF ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting The United Nations Integrated Office in Haiti (BINUH) was established by Security Council resolution 2476 and is mandated to promote and strengthen political stability and good governance, including the rule of law, preserving and advancing a peaceful and stable environment, supporting an inclusive inter-Haitian national dialogue, and protecting and promoting human rights in Haiti.

This position is located in the Office of the Deputy Special Representative of the Secretary-General (DSRSG) within the United Nations Integrated Office in Haiti (BINUH). The incumbent will be based in Port-au-Prince, Haiti and will report to the DSRSG.

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

• Manages the calendar of meetings and appointments of the DSRSG with Heads of Missions, Prime Ministers, members of the government, diplomats, heads of international organizations, dignitaries, and officials of high-ranking positions, working closely with the Special Assistant to the DSRSG.
• Reads all the correspondence, both incoming and outgoing, takes the decision about priority to be given to documents and where necessary consulting the DSRSG. The incumbent routes and distributes routine and confidential material; maintains political, constitutional, electoral, Code Cables and general management files.
• Sets up, files, stores and manages data and information, and keeps internal databases updated.
• Facilitates the DSRSG’s interaction with BINUH, UN agencies, funds and programmes, government representatives and all external partners.
• Prepares and administers the DSRSG’s travel programme, collects folder for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of the DSRSG.
• Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and workflow in the office of the DSRSG and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.
• Handles a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements (in collaboration with relevant units at the regional level), visa applications, expense statement, telecommunications charges, equipment purchase, service sand supply requisitions, conference rooms booking, etc.
• Serves as communications link between supervisor and senior staff on behalf of supervisor.
• Screens and prioritizes all incoming correspondence, compiles relevant background documents and references, identifies issues requiring the DSRSG's attention and refers others to relevant officers for appropriate disposition, monitors and follows-up on actions to be taken.
• Contributes to the elaboration of the DSRSG’s budget provided by BINUH and ensures affective management.

• Perform other duties as assigned.

  Competencies Professionalism - Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Demonstrated initiative and ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area 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 & Organizing - Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; allocates appropriate; Amounts of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary.

Education High School Diploma or equivalent.

Work Experience A minimum of eight (8) years progressively experience working in a political department and/or working for a high-ranking UN Official is required.

Experience working with diplomatic personnel and/or providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.

Experience providing personal assistance and administrative support in the front office of senior management is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French (both oral and written) is required.

Assessment Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

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.