Application deadline 1 day ago: Wednesday 25 Jan 2023 at 23:59 UTCOpen application form
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 located in the Office of the Assistant Secretary-General for Europe, Central Asia, and the Americas (OASG ECAA) in the Departments of Political and Peacebuilding Affairs & Peace Operations (DPPA-DPO) in New York. The incumbent reports to the Assistant Secretary-General and to the Head of OASG ECAA.
Responsibilities The incumbent will be responsible for the following duties: •Assists in the overall administration of the OASG ECAA, i.e. provides direct administrative support to the Assistant Secretary-General, managing his schedule, priorities and workflow and ensures timely participation in meetings and events and that decisions are properly carried out and products delivered in a timely manner. •Serves as a communications link between the Assistant Secretary-General and staff members in OASG ECAA as well as Divisions and Units under ECAA, as well as OUSGs DPPA and DPO and Permanent Missions to the UN; brings sensitive and urgent matters to the attention of both the Special Assistant and the Assistant Secretary-General as needed; •Takes full responsibility for time management and scheduling on behalf of the Assistant Secretary-General, prioritizing and resolving scheduling conflicts and competing and challenging demands; monitors changes and communicates relevant information to appropriate staff within OASG ECAA and outside; •In preparation for the Assistant Secretary-General's engagements, serves as first point of contact and liaison with senior officials internally and externally, including arrangements with SCAD for attendance at the Security Council and arrangements for any room bookings and VTCs; •Tasks divisions to provide documents for the ASG's meetings; handles a wide range of information requests and inquiries; assists in responding to a diverse range of correspondence and other communications and invitations; •Improves and maintains administrative procedures and systems to ensure smooth functioning of the OASG ECAA, including filing (paper and electronic) systems and records; •Organizes representational activities, official receptions and events, handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.); •Handles a wide range of administrative duties/processes related to the travel of the Assistant Secretary-General in UMOJA, leave and attendance records, visa applications, expense statements, timesheets, telecommunications charges, accommodation, security requests; •Uses standard word processing package to produce a wide variety of documents and tables; •Works closely and coordinates with the Team Assistants in OASG ECAA, providing guidance and mentoring, and backstopping them as needed; •Performs other duties as assigned.
Competencies Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Ability to prioritize scheduling tasks and handle multiple requests within tight deadlines in a diplomatic and efficient manner. 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.
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.
Work Experience A minimum of seven years of progressively responsible experience in general office support, administration or a related area is required.
Experience providing support to an office in the United Nations Common System or international organisations is required.
Experience in providing support to senior officials is required.
Experience in the use of an ERP System such as Umoja is required.
Languages For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
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.
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.