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 7,919 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 temporary position is located in the Office of the Chief, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Languages Service.

Responsibilities Under the supervision of the Chief of the Languages Service, the incumbent will be responsible for the following duties: - Assists in the overall administration of the Languages Service, i.e., provides substantive and administrative support in managing priorities and workflow of the Chief of the Languages Service and of the work service; 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. - Serves as a communication link between Chief of Service and staff; on behalf of Chief of Service, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Chief of Service. - Serves as first point of contact and liaison with senior officials internally and externally. - Takes full responsibility for time management and scheduling on behalf of Chief of Service with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. - Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Chief of Service’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. - Independently handles a wide range of complex information requests and inquiries (e.g., answers requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. - Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. - Researches, compiles, and summarizes background materials for use in preparation of reports, briefs, speeches, etc. - Supports the Chief of Service in presentations and other meetings, preparing briefing notes, power point presentations and subject files, gathering relevant documentation, etc. - Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems. - Prepares, processes, and classifies confidential information. - Uses Office 365 to produce a wide variety of large, complex documents and reports. - Manages, updates, and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. - Organizes official receptions, meetings, Townhalls, etc., handling all necessary arrangements (e.g., room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, PowerPoint presentations, etc.) - Handles a wide range of administrative duties/processes in Umoja and in other appropriate platforms (e.g., leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunication charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). - Assists 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. - Assists with visualizations and updating information material such as web pages or brochures. - Drafts a newsletter for the Service, updates Team Channels and the Languages Service SharePoint site to ensure effective communication in the services. - Performs other duties as assigned.

Competencies PROFESSIONALISM: Knowledge of spreadsheets Office 365 package. Ability to work under pressure and to coordinate with different actors in the Office of the Chief. Knowledge of UN policies, guidelines and standards relating to the functioning of the Service. Ability to compile and verify the accuracy of statistics. 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 & 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.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education High school diploma or equivalent is required.

Work Experience At least seven (7) years of experience in secretarial or administrative field is required.

Out of these, three (3) years of experience within the United Nations Common System or similar international organizations is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

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

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

Special Notice - This position is temporarily available until 30 June 2023 with a possibility of extension. 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.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• 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.