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.

Salary

The salary for this job should be more than 8,015 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 located in the Front Office of the Executive Secretary (ES) of the United Nations Economic Commission for Europe (UNECE), based in Geneva, Switzerland.

Under the direct supervision of the Executive Secretary of UNECE, the incumbent is responsible to ensure the smooth and efficient running of the Front Office.

This position is temporarily available for an initial period of six months starting on 1 March 2022, with possibility of extension, subject to needs of the Organization. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

Responsibilities Within limits of delegated authority and depending on the needs of the ES, the Staff Assistant will be responsible for the following duties:

- Receives, reviews and registers all incoming mail, bringing urgent and current matters to the prompt attention of the Executive Secretary together with relevant background information; handles the redistribution of invitations or requests for technical assistance, as appropriate, and coordinates and monitors follow-up action and deadlines. - Receives and reviews all outgoing correspondence submitted for signature by the Executive Secretary, ensuring format and presentation, supporting documentation, etc. making and distributing copies of relevant correspondence to officers concerned. - Drafts and checks routine correspondence, statements or any other type of document requested; prepares, processes and classifies confidential information. - Manages incoming e-mails addressed to the Executive Secretary, screens and redirects these to appropriate staff, and prioritizes urgent communications for the Executive Secretary's attention. - Maintains and updates subject and chronological filing system both physical and electronic; establishes and implements a system of electronic mail boxes to ensure a comprehensive electronic filing system for electronic mail messages; retrieves information prior to attendance at meetings. - Arranges meetings and appointments with visiting government officials, permanent representatives of missions and representatives of UN agencies and other organizations; maintains agenda, rescheduling appointments as and when necessary; ensures up-to-date information and related documentation is at the disposal of the Executive Secretary for each meeting. - Answers and screens telephone calls, redirecting when necessary to senior staff dealing with the subject matter, prioritizes urgent communications for the Executive Secretary's attention. - Takes care of protocol issues for the Executive Secretary (receptions, drivers, etc.); keeps record of movements of Directors and Chiefs of Programmes. - Initiates, reviews, processes and follows-up on actions related to the administration of the office. Makes travel arrangements, (prepares travel authorizations, visa formalities, hotel accommodation, travel expense reports); prepare files in connection with attendance at meetings in and outside of Geneva and draws up travel schedule accordingly. - Provides support to administrative support staff on Umoja, office procedures and systems. - Serves as Budget Focal point for the Office of the Executive Secretary and is responsible to coordinate the budget submission and for monitoring expenditures. - Organizes team building activities.

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 the 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 years of qualifying experience in administrative and office management or related area is required.

At least three years of experience in assisting senior UN common system officials involving wide contact with diplomatic personnel, various offices of the UN Secretariat and overseas offices of the UN at large is desirable.

Experience with ERP systems such as Umoja and Inspira is desirable.

Languages English and French are the working languages of the United Nations Secretariat; and Russia is a working language of ECE. For the position advertised, fluency in English is required; and knowledge of Russian is desirable. Knowledge of French is also desirable.

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

Special Notice 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.

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.

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.

• This position is temporarily available for an initial period of six months starting on 1 March 2022, with possibility of extension, subject to needs of the Organization. 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.

• 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.

  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.