Staff 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 position is located in the Narcotics Control and Estimates Section (NCES) of the Secretariat of the International Narcotics Control Board (SINCB), Division for Treat Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will report to the Chief of the Narcotics Control and Estimates Section. The INCB secretariat is an administrative entity of UNODC reporting directly to the Board on substantive matters.

For more information on INCB and its secretariat, please visit our website: www.incb.org.

Responsibilities Within assigned authority, the incumbent is responsible for the following duties:

• Perform, under minimal supervision, the full range of office management and administrative support functions; provide direct assistance to the Chief of the Section and support to the team, including through secretarial support and overall coordination assistance to the implementation of the Section’s programme of work.
• Log and scan incoming correspondence, review it for completeness and compliance with relevant requirements, distribute it to relevant staff members; follow up on impending actions; provide services to expert group meetings and informal consultations, as necessary.
• Participate in the review and compilation of background materials; research, compile and organize information and reference materials from various sources for use in the preparation of INCB session documents, reports, studies, briefings, meetings/conferences, INCB country missions, etc.
• Act as focal point for the purchasing of services and goods for all sections in the INCB secretariat.
• Maintain liaison with the Office of the Secretary and with senior officials within the Secretariat of the INCB regarding on-going programmes and other administrative matters; monitor processes and schedules related to the section’s outputs, products, tasks, etc. such as preparation of technical documents for sessions of INCB and implementation of INCB decisions related to narcotic drugs.
• Provide general office assistance; respond to incoming telephone calls from Member States and Competent National Authorities and respond to routine information requests and inquiries.
• Generate graphs, tables and statistical maps to facilitate further review and analysis of data by users or for reports and official publications.
• Assist in the preparation of presentation materials using appropriate technology/software.
• Ensure smooth and efficient information flow within the section; prepare and process confidential information, assist in the development of office administrative systems and procedures.
• Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.
• Provide assistance in the coordination of secretariat-wide activities (meetings, training, etc.), special projects and events.
• Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required.
• Attend meetings, prepare minutes, monitor follow-up activities.
• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports; carry out quality control function for outgoing documents; proofread text for format, grammar, punctuation and style; handle arrangement for printing and style; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Manage, update and further develop internal databases; update NCES’s part of the INCB website; generate a variety of standard and non-standard statistical and other reports from various databases.
• Respond to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• 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 in the preparation of presentation materials using appropriate technology/ software. Assist with visualizations and updating information material such as web pages or brochures.
• Maintain calendars/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the section.
• Perform clerical tasks relating to large and complex correspondence with governments regarding clarification of inconsistencies in statistical reports and implementation of INCB decisions.
• Perform a variety of administrative duties (e.g. arrangements for translation, printing, documents distribution, leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).
• Maintain files (both paper and electronic) and databases for work unit.

• Perform other work-related duties as assigned.

  Competencies - Professionalism – Has knowledge of general office management and administrative support including administrative policies, processes and procedures. Has understanding of the functions and organization of the INCB and its secretariat and of the organizational structure and respective roles of related units. Is able to work well with figures, undertake basic research and gather information from standard sources. Has ability to perform analysis, modeling and interpretation of data in support of decision-making. Demonstrates ability to apply good judgment in the context of assignments given. 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.

• 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.

• 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.

  Education High school diploma or equivalent is required.

  Job - Specific Qualification Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, 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. The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization. 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.

  Work Experience A minimum of five years of relevant administrative or office support experience is required.

  Work experience in using standard computer software (Word, Excel, PowerPoint, Lotus Notes, Outlook, etc.) is required.

  Work experience with InDesign software and experience in working with databases and SAP (such as Umoja) 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 French or Spanish is desirable. Knowledge of another official United Nations 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.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. 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

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.