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 The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations Security Management System (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This position is located in the Division of Specialized Operational Support, Physical Security Unit. The incumbent is under the overall supervision of the Chief of the Unit.

This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

Responsibilities Under the general supervision of the Chief of the Physical Security Unit (PSU) of the Division of Specialized Operational Support (DSOS), the Staff Assistant performs the following duties and has the following responsibilities:

Performs a full range of office management and administrative support functions including:

• Develops and maintains internal databases and forms; researches, compiles and catalogues information from online sources and reports to create and maintain databases of physical security systems; updates website and/or informs the appropriate unit to generate the new information; creates a variety of standard and nonstandard statistical reports from databases and other systems; updates and maintains SharePoint pages, provides updates and statistics for different users; acts as primary contact for software, hardware, and network problems in the Division, communicates as necessary with OICT to diagnose and resolve service disruptions or errors that may arise; provides support for computer information systems, databases and applications in assigned area; and performs complex troubleshooting for various applications.

• Responds to moderately complex information requests and inquiries, and as necessary refers inquiries to appropriate personnel for handling, according to the UN Security Management System’s Framework of Accountability; researches, compiles and organizes information and reference materials related to security in general and specifically to physical security from various sources for reports, briefing, and meetings; provides secretarial, administrative and logistics support to meetings, project teams, etc.; assists in the preparation of presentation materials using appropriate technology.

• Engages with the Executive Office on administrative processes relating to the Unit and the Division, follow-up on all administrative arrangements, such as: travel for the Security Coordination Officers; identification of technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for conferences; maintains electronic files of rules, regulations, administrative instructions and other related documentation; provides guidance on general office processes, procedures, and computer applications;

• Drafts responses to routine correspondence/communications; proofreads/edits documents for accuracy, grammar, punctuation and style, and for adherence to established standards for format; screens phone calls and visitors; reviews, records, distributes and/or processes mail and other documents; uses office processing package to produce a wide variety of large, complex documents, reports, statistics in accordance with standards; maintains up-to-date work unit files (paper and electronic).

Assists in maintaining and executing of the Division's operational functions including: - Assists the PSU personnel in the coordination of projects/tasks; assists in the coordination of VTCs; follows up on pending actions; provides the members of PSU with data on the projects/tasks' progress; compiles, summarizes, and presents basic data on specific projects/tasks; provides administrative and technical support in situations/emergencies that may arise; assists in the preparation of necessary documentation for distribution to various offices, departments and OAHs; coordinates correspondence with the Office of the USG and Division of Regional Operations, as well as the other DSS units.

• Performs other duties as required.

  Competencies - PROFESSIONALISM: Knowledge of general office and administrative support including 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.

• 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.

• 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. Specialized secretarial and/or management/executive assistance training/courses are desirable.

  Work Experience A minimum of five (5) years of progressively responsible experience in general office support, administration or related area is required Experience using computer applications and office software, such as MS-Excel, is required. Experience in providing office support for a security service or operation in a corporate setting is desirable. Experience with physical security systems and equipment is desirable.

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

  Assessment Evaluation of qualified applicants may include an assessment exercise and a competency-based interview.

  Special Notice 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.

This position is temporarily available starting around August 2021 for a period of four months with 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 job opening 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.

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.