Senior Staff 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 The United Nations Office for Outer Space Affairs (UNOOSA) represents the United Nations in advancing international cooperation in the exploration and peaceful uses of outer space for economic, social and scientific development, in particular for the benefit of developing countries.

This position is located in the Office of the Director (OD) of UNOOSA and the incumbent and reports directly to the Director, UNOOSA.

For more information on UNOOSA, please visit: www.unoosa.org .

Responsibilities Within assigned authority, the Senior Staff Assistant will perform the following specific duties:

• Provide substantive and administrative support in managing priorities and workflow of the Director. Coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a time manner.
• Serve as a communications link between the Director and staff. On behalf of the Director, keep others informed by conveying directives, reports, status updates and other relevant information. Bring sensitive and urgent matters to the attention of the Director.
• Take full responsibility for time management and scheduling, on behalf of the Director, with appropriate consultation, as required. Effectively prioritize and resolve related conflicts and competing demands.
• Undertake representational duties on behalf of the Director, to include serving as first point of contact and liaison with senior officials, internally and externally.
• Screen and prioritize all incoming correspondence. Compile relevant background documents and references. Identify issues requiring the Director’s attention and refer others to the relevant officer(s) for appropriate disposition. Monitor and follow up on actions to be taken.
• Support the Director in presentations to intergovernmental bodies and other meetings; request and coordinate with designated Officers the preparation of briefing notes, statements, background documents, and other documents needed by the Director.
• Handle a wide range of administrative duties/processes for the Director (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, service and supply requisitions, conference room bookings, etc.).
• Supervise work of support staff in other sections of the Office as it pertains to deliverables for which the Director’s engagement is needed; establish priorities and deadlines, assign work and review outputs upon completion; train office support staff in administrative, protocol and other relevant procedures.
• Exercise quality control function for all outgoing documents; review and proofread correspondence for adherence for format, grammar, punctuation and style; guide staff on the corrections to be implemented prior to their transmission to the Director for signature and request the transmission of the signed correspondence and documents.
• Prepare, process and classify confidential information.
• Independently handle a wide range of complex information requests and inquiries (e.g. answer requests); respond or draft responses to a diverse range of correspondence and other communications.
• Establish/improve administrative procedures and systems to ensure smooth functioning of the Office, including filing (paper and electronic) systems.
• Organize official receptions and meetings for the Director, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). Coordinate with other staff on other events/receptions/meetings for which the Director engagement is necessary.
• Use standard word processing package to produce a wide variety of large, complex documents and reports.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• If designated, act as alternate Certifying Officer for the Office.

• Perform other work-related duties as required.

  Competencies - Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures. Is able to apply good judgment in the context of assignments given, work independently and take initiative. Has ability to analyse, synthesize and interpret information and data in support of decision-making and present findings and recommendations in a required format. Has knowledge of information management, classification and retrieval systems. Has ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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.

• 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 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 seven years of experience in general office support, human resources, administration or related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher.

  Experience in handling confidential and sensitive information is required.

  Experience in handling mail and registry operations, archiving and management of electronic records is required.

  Work experience with an Enterprise Resource Planning (ERP) system is required.

  Work experience with SAP (System, Applications & Products)/Umoja is desirable.

  Work experience in the front office of a senior official of the United Nations or other international organization is desirable.

  Experience in planning/organizing meetings conferences or /and social events 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 United Nations official language is an advantage.

  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. 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.

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.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

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.