Staff and Communication Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting

This post is located in the Independent Evaluation Section (IES) of the United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. IES is functionally and operationally independent and located in the Office of the Executive Director (OED) of UNODC. IES ensures independent, timely and effective evaluations, in line with the standards and norms of the United Nations Evaluation Group (UNEG), and delivers capacity building, develops innovative evaluation methodologies and offers services related to evaluation knowledge management, innovation and communication. The incumbent will work under the direct supervision of the Evaluation and Research Assistant of IES. For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

Within limits of assigned authority, the incumbent will be responsible for the following specific duties: • Provide administrative office support, including in the recruitment of evaluation and expert consultants, make arrangements for consultants’, experts’ and staff travel. • Assist in the preparation of all communication-related activities, including the development and dissemination of new communication products and services on the work of the Section to UNODC staff, Senior Management and Member States, as well as other relevant internal and external stakeholders. • Assist in the planning, coordination, and preparation of evaluation capacity development trainings of project managers and evaluation focal points, as well as other relevant internal and external stakeholders. • Provide assistance in the planning and implementation activities related to the Section’s global project and assist in the preparation and analysis of related reporting requirements for the global project and the Section at large, including e.g. the Annual Progress Report. • Provide, update and maintain information on the evaluation website as well as the iSeek page of the Section, including on recent activities, finalized evaluation reports and general information. • Assist in IES procurement processes for a variety of evaluation products and services. • Proofread and edit evaluation reports, evaluation-based meta-syntheses, Toolkits, Guidelines, and other related products. • Draft correspondence of a routine nature, e.g. letters and e-mails to Permanent Missions and experts/consultants. • Review, record, distribute and/or process mail and other documents; follow up on impending actions on consultants or recruitment-related issues. • Monitor incoming queries and requests, prepare and provide responses and related documents linked to the revised UNODC Evaluation Policy, evaluation guidelines, templates and tools, evaluation findings, evaluation reports and evaluation briefs, TORs for evaluation consultants etc. through administering the generic email address of the Section. • Assist in the planning, preparation, organization, implementation and coordination of Section meetings and evaluation-related activities, as well as monitor follow-up actions. • Prepare, organize, and facilitate regular evaluation staff Section meetings, draft the minutes and disseminate meeting-related documents. • Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats, handle arrangements for printing as necessary. • Provide administrative support to the Chief of IES and the Evaluation Officer acting as the Deputy-Chief of IES as requested. • Provide induction and guidance to new/junior staff and consultants. • 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. • Perform other work-related duties as assigned.

Competencies

• Professionalism: Has knowledge of policies, processes and procedures generally and in particular those related to programme/project, communication and dissemination, evaluation as well as budget and procurement administration. Has understanding of the functions and organization of the work of the Section and of the organizational structure and respective roles of the Office, including UNODC Field Offices. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Is able to proofread and edit the work of others. Has demonstrated ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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. • 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.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five years of experience in administrative services, general office support, communication, or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience in work related to administrative processes of evaluation of projects, programmes and strategies is required. Experience in working with an Enterprise Resources Planning (ERP) system is required. Experience in work related to proofreading and editing of reports is desirable. Experience in SAP/Umoja or similar business process and human resources related systems (e.g., Inspira) 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. All staff in the General Service and related categories must be authorized to work in the country where the position is located. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. This position is funded from extra budgetary resources. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Any extension of the appointment will be subject to the availability of funding. 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. 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. 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.