STAFF ASSISTANT

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UNDSS - Department of Safety and Security

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Application deadline 2 years ago: Sunday 21 Nov 2021 at 23:59 UTC

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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 Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the security management system to enable the safest and most efficient and effective conduct of the programmes and activities of the United Nations System. This post is located in the Division of Headquarters Security and Safety Services.

The Division of Headquarters Security and Safety Services is responsible for providing strategic direction and management for the Security and Safety Services located at the United Nations offices away from Headquarters and regional commissions including but not limited to security and safety risk management, threat and risk assessment, physical security, recruitment, training and related oversight of security and safety projects.

Under the general supervision of the Director of the Division of Headquarters Security and Safety Services (DHSSS) and reporting through the Chief of Unit, DHSSS, the incumbent will be responsible for providing assistance to the Division by managing the workflow of the Director and establishing priorities; drafting, preparing and reviewing the Division's official correspondence; serving as a communication link between the Director and other senior staff and staff at large within the Department, supporting interdepartmental meeting processes; note taking and scheduling; and by supporting the Director in his activities with external entities as required.

Responsibilities Assists the overall administration of the Division by providing substantive and administrative support with the management of priorities and the workflow of the Director and of the Division:

1. Maintains the electronic correspondence log and manages the flow of correspondence within the Division. Administers time management and scheduling on behalf of the Director with appropriate consultation. Coordinates and monitors diverse activities and work processes to ensure timely outputs. Prioritizes and resolves conflicts and competing demands in scheduling and assignments. Identifies issues for the Director's attention and refers others to relevant officer for appropriate disposition. Prepares, processes and classifies confidential information; manages the Director's email and document archives; independently handles a wide range of complex information requests and inquiries. Researches, compiles and summarizes relevant documents and reference material for various assignments. Responds and drafts responses to a diverse range of correspondence and other communications. Exercises quality control for the Director's formal outgoing documents, proofreads and edits text for adherence to format, grammar, punctuation and style, as required.

2. Serves as a communication and support link between the Director and the DHSSS staff: Conveys directives, reports, status updates and other relevant information; provides assistance with review and analysis of budget proposals/resource requirements; suggests revisions to substantive outputs. Brings sensitive matters to the attention of the Director; monitors and follows-up on actions to be taken. Establishes priorities and deadlines, supports the assignment of work, and reviews draft/complete outputs with professional and support staff as required; provides assistance with review and analysis of work assignments within the Division; researches issues, prepares briefing notes, gathers relevant documentation. Provides guidance to support staff with administrative and other relevant procedures. Organizes periodic meetings of Division personnel to exchange briefings on progress of work. Coordinates actions with respect to staffing within the Division (scheduling interviews, liaison with candidates).

3. Serves as a communication and support link between the Director and entities outside the Division: Communicates and coordinates on behalf of the Director with offices within DSS, other areas of the UN Secretariat (ACABQ, Fifth Committee, Chef de Cabinet, OHRM) and with the Chiefs of Security of the Offices away from Headquarters (UNOV, UNOG, UNON, ECA, ESCWA, ESCAP, ECLAC); the Tribunals (MIRCT The Hague, MIRCT Arusha, UNAKRT); the IASMN (UN Agencies); with the SMT and with Permanent Missions to the United Nations and other institutional bodies, as required; Supports the Director in the preparation of travel, meetings, reports, briefs, and video/telephone conferences.

4. 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. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders. 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 AND 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 (7) years of progressively responsible experience in the provision of administrative and office management assistance to senior officials in an international organization is required.

Experience within the UN Secretariat, UN Common System or other similar international organizations is required.

A minimum of three (3) years experience working with organizational enterprise management tools such as Umoja, Inspira, or similar systems is desirable.

Experience in coordinating and working with teams in other duty stations and offices away from headquarters is desirable.

Experience providing administrative support to a security and safety service or similar operation is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another UN official language(s) is desirable.

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

Special Notice This position is temporarily available until 30 September 2022. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

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 shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

An impeccable record for integrity and professional ethical standards is essential.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

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.

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.

Added 2 years ago - Updated 2 years ago - Source: careers.un.org