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. More about G-6 contracts.

Org. Setting and Reporting This position is the Programme Planning and Budget Division (PPBD), Office of Programme Planning, Finance and Budget (OPPFB), Department of Management, Strategy, Policy and Compliance. The Staff Assistant reports to the Director of PPBD.

PPBD is committed to ensuring the highest standards in the preparation and presentation of programme budgets of the United Nations. These budgets are formulated in line with the agreed results-based budgeting methodology.

Responsibilities - Assists in the overall administration of the division, i.e. provides substantive and administrative support in managing priorities and work flow of the Director and of the work of the Division; coordinates and monitors multiple and diverse 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), summarizing and presenting conclusions for review by Director and other senior officers. - Serves as a communications link between the Director and senior staff; keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Director and other senior staff. - Takes full responsibility for time management and scheduling on behalf of Director with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. - Undertakes representational duties on behalf of the Director, to include serving as first point of contact and liaison with senior officials internally and externally. - Screens, prioritizes and disseminates incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Director’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. - Researches, compiles and summarizes finance and background materials for use in preparation of reports, briefs, speeches, etc. - Maintain and update statistics of financial and budget data and reports. - 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 Director 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 Division, including filing (paper and electronic) systems. - Organizes official visits, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, seating arrangements, background documentation, special equipment, etc.). - Prepares, processes and classifies confidential information. - Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). - Exercises quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. - Uses office software and ERP (such as Word, Excel, PowerPoint and Umoja) to produce a wide variety of complex documents, tables, presentations and reports. - Maintains, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. - Performs other duties as assigned.

Competencies Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in a large international organization; ability to maintain accurate records; review and interpret a wide variety of data; ability to identify and resolve data discrepancies and operational problems; proficiency in MS Word, Excel and Financial Systems; ability to produce high quality work under pressure and cope with deadlines, with demonstrated attention to detail; ability to exercise judgment and tact in handling sensitive and confidential matters; keeps abreast of available technology and actively seeks to apply technology to appropriate tasks;. 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.

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.

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 experience in providing general office, administrative and/or finance related support is required.

Of the seven years, at least 3 years of experience in working with an ERP system, and at least 2 years of experience in extracting and analysing data is desirable.

Experience drafting correspondence related to administrative and/or budget issues is desirable.

Experience working for senior officials in an international organization is desirable.

Experience in handling sensitive and confidential information is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include a written assessment exercise which may be followed by 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 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources, and who have continuously held such appointments, are not required to take the new test.

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.

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.