Application deadline 1 month ago: Monday 10 Apr 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 temporary position is located in the Executive Office of the Secretary-General (EOSG). The Staff Assistant will be based in the Disability Inclusion Team of the Sustainable Development Unit (SDU) and reports directly to the SDU Deputy Director and/or her designate.
The EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff.
All EOSG unit will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.
Responsibilities Within limits of delegated authority, the Staff Assistant is responsible for the following duties:
- Provides support in managing priorities and workflows in the Sustainable Development Unit.
- Supports the Sustainable Development Unit in its implementation of the Disability Inclusion Strategy (UNDIS) and Leaving No One Behind (LNOB) and inclusion priorities for the achievement of the Sustainable Development Goals (SDGs).
- Coordinates and monitors multiple and diverse activities and work processes related to UNDIS implementation to ensure that management directives and decisions are properly carried out and products delivered in a timely manner;
- Assists and backstops for the scheduling, coordination, planning and preparation of activities of the Sustainable Development Unit’s areas of responsibilities, monitors status of processes, takes necessary action to keep track of deadlines and ensure the necessary workflows among team members for documents to be completed and submitted to relevant parties for processing and approval;
- Responds and drafts responses to a wide range of correspondence and other communications and uses standard word processing packages to produce a wide variety of documents and reports;
- Carries out quality control function for outgoing documents and proofreads and edits texts for adherence to format, grammar, punctuation and style;
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, presentations, etc., ensuring timely availability of background materials for and assignment of relevant professional staff to meetings;
- Liaise with the offices of various senior officials and EOSG units regarding on-going programmes and other administrative matters related to disability inclusion, UNDIS implementation, and broader sustainable development matters;
- Monitors the team’s shared mailbox, screens queries, responds to information requests and as necessary, refers inquiries to appropriate team members for handling;
- Assists in the preparation of budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; support the team in preparing reports and ensures that outputs/services are properly categorized;
- Maintains calendar/schedules and resolves related conflicts and competing demands;
- Updates and maintains distribution lists, UNDIS website, SharePoint reporting platform and Teams accounts;
- Performs a variety of administrative duties such as leave recording, meeting organization, processing low-value procurement for office supplies, services and short-term consultancy services; visa applications, etc.).
- Arrange official travel (e.g., visa requests, process travel authorization, expense report, etc.);
Acts as backup for other support staff of the Sustainable Development Unit and performs other duties as assigned.
Competencies Professionalism: Knowledge of internal policies, processes and procedures generally. Understanding of the functions and organization of the work unit and of the organizational structure arid respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated 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. 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 limitations 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 A minimum of seven years of experience in general office administrative support or related area is required.
Experience working with an ERP System or similar system, such as Umoja (SAP) or Inspira is required.
Experience with Microsoft Suite (Word, Excel, Powerpoint, Sharepoint, Teams) is required.
Experience organizing meetings for senior officials is desirable.
Experience on use of technology for communication in social media is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the temporary position advertised, fluency in oral and written English is required.
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 for 364 days.
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.
Passing the Global General Service Test (GGST) is a pre-requisite 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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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.
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 disability. Reasonable accommodation for applicants with disability 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.