Team Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

Org. Setting and Reporting This position is located in the Narcotics Control and Estimates Section (NCES) of the Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The Secretariat of the INCB is an administrative entity of UNODC reporting directly to the Board on substantive matters. The incumbent will report to the Chief of NCES. For more information, please consult www.incb.org. Responsibilities Within assigned authority the Team Assistant will be responsible for the following duties: •Perform, under minimal supervision, the full range of office management and administrative support functions to ensure the smooth functioning of the estimates of narcotic drugs requirements system and provide support to the Estimates team. Log and scan incoming correspondence, review it for completeness and compliance with relevant legal and other requirements, distribute it to relevant staff members; follow up on impending actions. •Prepare informal summaries and translations of correspondence received in French and/or Spanish, as necessary and draft routine messages in these languages. •Provide secretarial, administrative and logistical support to the Standing Committee on Estimates during its meeting in Vienna as well as during the intersessional period and serve as focal point for the coordination of the Committee’s work and liaise with other organizational units in SINCB; provide services to expert group meetings and informal consultations, as necessary. Participate in the review and compilation of background materials; research, compile and organize information and reference materials from various sources for use in the preparation of reports, studies, briefings, meetings/conferences, etc. •Generate graphs, tables and statistical maps to facilitate further review and analysis of data by users or for reports and official publications on narcotic drugs; assist in the preparation of presentation materials using appropriate technology/software. •Provide general office assistance; respond to incoming telephone calls from Member States and Competent National Authorities and to routine information requests and inquiries;. •Ensure smooth and efficient information flow within the unit; prepare and process confidential information; assist in the development of office administrative systems and procedures; maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. •Draft or process correspondence on issues related to the estimates system ; use standard word processing package to produce a wide variety of documents and reports; carry out quality control function for outgoing documents; proofread text for format, grammar, punctuation and style; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc. •Assist in the maintenance of the INCB website by scanning, converting and posting a variety of documents onto the site. - Orient new staff to relevant administrative processes and procedures, computer applications etc. and provide general assistance and technology support to other office support staff, as required. •Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff, when required. •Maintain files/records (both paper and electronic) and databases for Estimates. •Perform other work related duties as assigned. Competencies •Professionalism – Has knowledge of general office management and administrative support including administrative policies, processes and procedures. Has understanding of the functions and organization of the INCB and its secretariat and of the organizational structure and respective roles of related units. Is able to work well with figures, undertake basic research and gather information from standard sources. Demonstrates 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. •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. •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. Education High school diploma or equivalent. Work Experience A minimum of three years of relevant administrative or office support experience is required. Good working experience in using standard computer software (Word, Excel, PowerPoint, etc.) is required. Knowledge of/experience with InDesign software and experience in working with databases and SAP (such as Umoja) is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in French or Spanish is required. Knowledge of other United Nations official languages is an advantage. Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special Notice 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Vacancies up to G-4 levels are open to both internal and external applicants, including staff members on temporary appointments. However, priority consideration will be given to existing staff members. New external candidates will only be considered when a serving staff member holding a fixed-term or temporary appointment at the time of application cannot be identified. New external candidates, if selected, will be granted a temporary appointment for 364 days. Other Skills and Requirements 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. The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization. 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. 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. 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.