SENIOR STAFF ASSISTANT

Org. Setting and Reporting

The position is located within the United Nations Assistance Mission for Iraq (UNAMI), Baghdad. The incumbent will report to the Deputy Special Representative of the Secretary General, Resident Coordinator and Humanitarian Coordinator (DSRSG/RC/HC) through the Special Assistant, P4.

Responsibilities

Within delegated authority and under the overall guidance of the Special Assistant the incumbent will carry out a broad range of duties in support of the management and functioning of the Office of the DSRSG/RC/HC. These duties include, but are not limited to, the following:

• Managing the calendar of meetings and appointments of the DSRSG/RC/HC with Iraqi senior officials, diplomats, heads of international organizations, and others. • Processing correspondence, both incoming and outgoing, in coordination with the Special Assistant and routings and distributing routine and confidential material, including Code Cables. • Maintaining appropriate records and general management files. • Coordinating the travel programme of the Office of the DSRSG/RC/HC, liaising with Movcon, Close Protection, and other sections as relevant, and handling administrative tasks. Preparing folders for business trips and meetings. Keeping others informed by conveying directives, reports, status updates, and other relevant information. • Assisting in the overall administration of the mission, providing administrative support in managing priorities and workflow in the Office of the DSRSG/RC/HC, and liaising with other Principals' Offices as required. • Handling a wide range of administrative duties and processes through Umoja such as leave requests, attendance records, timesheets, travel arrangements, and expense reports, as well as other processes including visa applications telecommunications charges, equipment purchase, services and supply requisitions, conference rooms booking, etc. • Performing other duties as assigned.

Competencies

• Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Extensive knowledge, regarding the application staff regulations and rules. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Extensive experience and familiarity with administrative support to Front Office of senior UN officials; High degree of commitment to ensure the proper use of the unit's allocated resources and assets. 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 areas of work. • 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; uses time efficiently. • 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.

Education

High school or equivalent diploma is required.

Job - Specific Qualification

Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required.

Experience and familiarity with administrative support to senior UN officials is required, including experience in the workflow of a Front Office and coordination with internal and external counterparts.

Experience in, and thorough knowledge of, administrative functions in budget/ work programme, human resources or data management is required.

Experience in managing processes, maintain accurate records, interpret/analyse a wide variety of data, and troubleshooting is required.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required, and working knowledge of Arabic is desirable.

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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.