STAFF ASSISTANT

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UNDRR - United Nations Office for Disaster Risk Reduction

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Application deadline 3 years ago: Tuesday 19 Jan 2021 at 23:59 UTC

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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 Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyses action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.

The temporary position is located in the UNDRR Regional Office for Arab States in Cairo. The incumbent reports to the Associate Administrative Officer (NOB).

Responsibilities Under the supervision of the Associate Administrative Officer, the incumbent:

•Provide direct assistance to the Chief of Office, and performs, under minimal supervision, full range of office management and administrative support functions. Assists in the development of office administrative systems and procedures. •Assist in managing the ROAS calendar and schedule of meetings of Chief of office. •Assist in drafting letters and communications, NFFs, memos etc from the Chief of office. •Maintains liaison with the Programme Officers in the Office and in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the branch’s outputs, products, tasks, etc. •Provides assistance in the coordination of Office-wide activities (meetings, training, etc.), special projects and events. •Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. •Process travels for meeting participants, consultants, governmental officials using UMOJA system as requested by COO/OIC. •Processes travel documents such as expenditure requests, expense reports, vouchers, etc. Then, ensures all travel related documents are well filed chronologically and follow up on travelers’ entitlements with HQ till they are processed. •Assists in protocol-related issues for staff and meeting participants such as facilitating visa applications with UNDP, MOFA, and concerned embassies. •Assist in resolving issues related to UNDRR ROAS office in terms of required repairs, maintenance, and office cleanliness and supervise cleaners daily work in coordination with maintenance manager of the common premises. •Attends ROAS meetings and prepares minutes of meetings. •Assists in the development of office administrative systems and procedures such as maintains filing system; paper and electronic for the work units, monitors office supplies such as stationery and equipment and act accordingly in case there is a shortage. •Receives, screen and log correspondence, and forward to the appropriate related staff; maintain a log/tracking sheet in system and follow up to ensure that replies are timely or that action is taken with the established deadline. •Receives and collect bills and invoices of hotels, catering, mobiles, etc. and prepares expenditure requests and submits it to Administrative Officer. •Provides assistance in the coordination of Office-wide activities and events; either online or physically such as meetings, workshops, trainings, etc. •Maintains relevant internal databases and files; keep track of contractual agreements; Verify claims for accuracy and conformance with procurement rules and regulations •Assists in managing procurement operations for office and programme’s needs, supplies and services, in a transparent and cost-effective manner. Manages local small office procurement by ordering office supplies such as stationery supplies, toners, photocopying papers, etc., and ensures enough stock is available for daily operations. •Provides secretarial support during bidding processes (RFQs) and act as ex-officio for evaluation for procurement. •Initiates requests for office requirements’ items; Establish contacts with suppliers, monitors the requests timely progress, and advises the Administrative Officer and/or Deputy Chief of Office of need for intervention in case of any unforeseen problems pertaining to such operations. •Assists in the asset registration and applies the necessary steps measures to ensure proper and accurate asset recording/usage/storage. •Acts as focal points for communication and IT-related issues in the office, liaising with the technical service provider as needed. •Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.). •Performs other duties as assigned by the supervisor.

Competencies PROFESSIONALISM: - Knowledge of the full range of communications approaches, tools, and methodologies essential to planning and executing effective campaign strategies and programmes, e.g. campaign management, media operations, marketing and promotion, audience outreach, message targeting; - Knowledge of relevant policies and business activities/issues; - 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

PLANNING AND ORGANISING: -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 five years of progressively responsible experience in the field of administrative services or other related area is required. A minimum of two years of experience in providing support to programme development, implementation and management is desirable. A minimum of two years’ experience in organising and handling all necessary arrangements for official receptions and/or technical meetings is desirable. Experience in working with an ERP such as Umoja and Inspira is desirable. Experience in undertaking representational duties and in supporting the preparation of presentations to intergovernmental bodies and meetings is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and knowledge of Arabic are required. Fluency in Arabic is desirable. Knowledge of another UN 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 with a contract duration of six months.

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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. This temporary position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

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 3 years ago - Updated 3 years ago - Source: careers.un.org