Senior Staff Assistant, DSIT/OD

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.

Salary

The salary for this job should be more than 7,926 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 This position is in Geneva at the International Trade Centre (ITC) HQ, Division of Sustainable and Inclusive Trade (DSIT) which works to advance ITC's strategic vision to support sustainable and inclusive livelihoods through trade. The Division covers two sections, one focused on Green and Inclusive Growth (GIVC) and one covering ITC support for Women, Youth and Vulnerable Communities (WYVC). This position provides support to the Office of the Director and the post-holder will coordinate administrative support to the wider DSIT leadership including quality control and oversight of administrative support to Section Chiefs.

Responsibilities Under the direct supervision of the Director, DSIT and in collaboration with the two Section Chiefs in the Division, the incumbent:

• Assists in the overall administration of the department/division, i.e., provides substantive and administrative support in managing priorities and workflow of the manager and of the work unit; coordinates and monitors multiple and diverse divisional and corporate activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Compiles and analyzes basic data from a variety of sources (including UMOJA, Project Portal),summarizing and presenting conclusions for review by manager.
• Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officers within the Division; monitors and follows-up on actions to be taken.
• Liaises with relevant parties to compile background materials for use in preparation of reports, briefs, speeches, etc.
• Independently handles a wide range of complex information requests and inquiries (e.g., answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides, and subject files, gathering relevant documentation, etc.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems and coordinating and quality controlling inputs to meet corporate deadlines and reporting requirements
• Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
• Organizes official receptions, meetings etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Prepares, processes, and classifies confidential information.
• Handles a wide range of administrative duties/processes (travel arrangements, visa applications, expense statements, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation, and style.
• Uses standard word processing package to produce a wide variety of large, complex documents and reports.

• Performs other duties as assigned.

  Competencies - PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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 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.

• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

  Education High school diploma or equivalent.

  Work Experience Seven years of experience in general office support or related area is required.

  Experience in the UN common system is desirable.

  Experience in front office management is desirable.

  Experience in providing senior executive / administrative and management support is desirable

  Experience using Enterprise Resource Planning (ERP) systems, such as Umoja, is desirable

  Languages For the position(s) advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

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

  Special Notice The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment for an initial period of one (1) year. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully. Applicants will be contacted only if they are under serious consideration. This position is subject to local recruitment. For ITC purposes the definition of “local” shall be that at the time of application the applicant is already residing (with the requisite permit) within a radius of 50 kms from the ITC offices on rue Montbrillant, Geneva or within a 1h15min commuting distance by public transport or car. Applicants not meeting this criterion will not be considered. For information on salary and entitlements, please consult the International Civil Service Commission website: http://icsc.un.org

  United Nations Considerations In accordance with the United Nations Staff Regulations and Rules, 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 ITC 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to carefully follow 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 based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.