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 regional political-operational structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO), in the Central and Southern Africa Division (CSAD), Democratic Republic of Congo Integrated Operational Team (IOT). The IOT provides strategic guidance and political and operational support for the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO) and maintains contact with the Security Council, troop and financial contributors, organizations, bilateral and multilateral partners, parties to the conflict and others in the implementation of Security Council mandates. The incumbent reports to the Deputy Director responsible for the Democratic Republic of Congo - IOT.

Responsibilities

Within the limits of delegated authority, the Staff Assistant will be responsible for the following duties: • Performs, under minimal supervision, a full range of administrative functions and team support, including virtually. Plans and organizes workload and prioritize tasks for timely results. • Supports the team in enhancing the provision of integrated, coordinated and comprehensive direction, management and support to MONUSCO; remain informed of developments and operational matters in the Mission. • Responds to, or draft responses to routine correspondence and other communication; use standard word processing package to produce a wide variety of large, complex documents and reports, for senior officials and/or team members. • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Proofreads documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Researches, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Assists in the preparation of presentation materials using appropriate technology/software. • Maintains files and databases for work unit using SharePoint, by performing data entry and extraction functions. • Acts as focal point for UNITE business processes and Enterprise Resource Planning (ERP) Systems for the team. • Generates a variety of standard statistical, analytical, data-driven documents and reports, work orders, etc., using various databases. • Screens phone calls and visitors; respond to moderately complex information requests and inquiries (e.g. answer requests requiring file search, etc.), and as necessary, refer inquiries to appropriate personnel for handling. • Supports visits of senior officials to and/or from the field, (e.g. travel requests, visa applications, managing itinerary, scheduling and organizing in-person, virtual and hybrid meetings, etc.). • Maintains calendar/schedules/tasking; monitor, changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. • Ensures the smooth and efficient information flow within and outside the team; follow-up on impending actions. • Updates and maintain large distribution lists; monitor, prepare and distribute various materials and reports, using electronic formats where possible. • Assists in the development of office administrative systems and procedures. • Liaises with ICT in providing software and office equipment support for the work unit. • Performs other functional related duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support, including UN administrative policies, processes and procedures. 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. Demonstrates interest in the work of the United Nations and personal commitment to the ideals of the Charter. Demonstrates ability to successfully interact with individuals of different cultural backgrounds and beliefs. • 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 is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in general office support or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience with Enterprise Resource Planning (ERP) Systems is required. Experience in Microsoft Office 365 and Excel is required. Experience in use of Unite Correspondence or similar correspondence management system is desirable. Experience working with or for high-level officials is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of French is desirable.

Assessment

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

Special Notice

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 position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.