STAFF ASSISTANT

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TBLDC - Technology Bank for the Least Developed Countries

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Application deadline 1 year ago: Friday 30 Dec 2022 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 United Nations General Assembly resolution 71/251 established the Technology Bank for the Least Developed Countries and adopted its Charter on 23 December 2016.

The objectives of the Technology Bank are : (a) To strengthen the science, technology and innovation capacity of least developed countries, including the capacity to identify, absorb, develop, integrate and scale up the deployment of technologies and innovations, including indigenous ones, as well as the capacity to address and manage intellectual property rights issues; (b) To promote the development and implementation of national and regional science, technology and innovation strategies; (c) To strengthen partnerships among science, technology and innovation-related public entities and with the private sector; (d) To promote cooperation among all stakeholders involved in science, technology and innovation, including researchers, research institutions and public and private sector entities, within and between least developed countries, as well as with their counterparts in other countries; (e) To promote and facilitate the identification and utilization of and access to appropriate technologies by the least developed countries, as well as their transfer to the least developed countries, while respecting intellectual property rights and fostering the national and regional capacity of the least developed countries for the effective utilization of technology in order to bring about transformative change.

For more information, please see https://www. un.org/technologybank/. The position is located in the Executive Direction and Management Unit.

Responsibilities Under the overall supervision of the Managing Director (D2) and under the direct supervision of the Administrative Officer, P-3, the incumbent: Executive Office Management - Ensures effective and efficient functioning of the Front Office of the Director, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. - Coordinates various actions related to the executive management of the office of the Managing Director (MD), the Administrative Officer, contact with external stakeholders, etc. - Reviews and processes travel requests for the MD and accompanying staff, including travel itineration, logistical requirements, visa and other administrative matters; - Mantains the MD’s calendar, arranges appointments and meetings, taking minutes as required; - Using discretion and tact, receives and directs visitors, places and screens calls and answers queries; - Handles and maintains policy, confidential and general management files including all correspondences and Note Verbales; - Drafts, upon request, routine correspondences such as letters, memoranda, Notes Verbales, etc. - Maintains a document/work assignment tracking system for receiving, screening, logging for follow-up, retrieval and reporting;

Budget, Finance and Human Resources - Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds and compares with approved budget; prepares adjustments as necessary; - Collects data from relevant databases and assists with preparation of customized reports; - Provides assistance in the preparation of budget submission and budget performance reports, reviewing variances between approved budgets and actual expenditure; . - Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with legislative mandates. - Assists MD/Administrative Officer in the elaboration of resource requirements for budget submissions. - Monitors budget implementation/expenditures of the Executive office and recommends reallocation of funds as necessary. - Is responsible for procurement and requisitions of supplies and/or equipment and ensures these items are securely and properly stored. - Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

General Administration & IT services - Coordinates with service units and liaises frequently with internal team members to ensure deadlines for actions are met; - Performs other related administrative duties, as required (e.g. monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations). - Assists in the preparation and servicing of conferences/workshops/meetings; - Prepares and updates proposed calendar of conferences, meetings, and workshops - 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. - 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.). - Serves as an IT focal point - •Monitors all personal computers running the UN software delivery system to ensure that - Ensures that software distributions are being delivered correctly. - •Performs software distribution updates, scripting, testing and support. - testing, production rollout and post production support. - Performs other ad-hoc tasks as requested

Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Knowledge of general office and administrative support including administrative policies, processes and procedures. Good computer skills in Windows and other computer applications such MS Outlook, SAP, Word, Power Point, Access and Excel. 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.

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 field of administrative services or other related area is required.

Experience working for senior officials is required.

Work experience as an ICT administrator preferably within the UN Common System is required.

Experience in the use of Enterprise Resource Planning systems such as SAP is desirable.

Experience in the use of information technology programs related to spreadsheets, databases and word processing is desirable.

Experience working with conferencing and online meeting tools such as Microsoft Teams, Zoom, etc. is desirable.

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

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

Special Notice Appointment to this post is limited to service within the UN-TBLDC. TBLDC is an independent UN entity to the UN Secretariat; candidates been recommended through this Job Opening will not be rostered by UN Secretariat.

Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits 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 Management, 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.

Added 1 year ago - Updated 1 year ago - Source: careers.un.org