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 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 post is located in the Special Operations Section, in the Pass and Identification Unit (PIDU). The incumbent of this post will report directly to the Supervisor of the Pass and ID Unit under the overall direction of the Deputy Chief of Security.

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 The incumbent will be responsible for the following duties:

1. Validates application requests, and makes determination regarding the type of grounds passes to be issued by: - reviewing all documentation provided by applicants for UN ID cards to ensure validity; - verifying the identity of the applicant by reviewing a photo ID such as a passport or driver's license; - ensuring that all applications are signed by an authorized signatory included in the Unit's Master List of Authorized Signatories for the UN grounds pass, and ensuring that the signature on the request or the memorandum letter corresponds with the signature on file; - using appropriate databases to confirm identity of each applicant and validity of the requests based on the requester type (e.g. ECOSOC NGO, DPI NGO, Media, Delegates, etc.); - determining the validity of the photo ID presented; - determining what category and level of access to be provided based on applicable guidelines and policies, and relevant Standard Operating Procedures; - applying Standard Operating Procedures regarding 58 different types of badges and temporary passes; - determining the specific badge template to be used and data required to be properly displayed on the ID card; - safeguarding and handling all personal information of clients with confidentiality and utmost care.

2. Uses CCURE 9000 Badging System and other related components for accurate issuance of UN grounds passes that would allow access to the United Nations Headquarters for a wide range of clients by: - actively applying operational knowledge and trouble shooting skills to utilize complex functionality of CCURE Badging System; - operating badging printers, VALCam USB Zoom Badging Camera PVS cards, smart cards, and printer ribbons; - troubleshooting and resolving minor malfunctions involving computers and printers utilized in the CCURE smart card system, or reporting more significant malfunction events to the Officer-in-Charge or Technical Support Officer; - searching and retrieving information on applicants; - taking and storing photographs for Delegation and Mission staff and UN Secretariat staff in the Personnel records for use on access card badges; - encoding lock and clearance information.

3. Provides support for special events in coordination with Special Events Planning Unit by: - importing lists of event attendees into visitor monitoring system; - producing and printing out temporary ID cards and special event passes; - activating/deactivating temporary badges in visitor monitoring system; - distributing batch grounds passes and temporary passes.

4. Advises clients regarding procedures and needed documents by: - responding to telephone and email inquiries from staff and general public; - interfacing with permanent missions, UN Agencies and UN Departments; - establishing continuous relationships with Ambassador's, ASGs and USGs, Executive Officers and Department Heads, and understanding the functions of their offices to determine accurate access requirements for ID card requests.

5. Provides office support and administrative functions to the Unit by: - maintaining files (both paper and electronic); - producing monthly reports; - Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. - maintaining barred persons log and ensures database is updated to reflect barred status.

6. Upon request by the Supervisor of the Unit, and on as required basis, provides guidance to less experienced staff on general office processes and procedures and computer applications by: - providing on-the-job training and guidance to new badging operators; - familiarizing new operators with Standard Operating Procedures; - solving minor badging problems such as determining proper country titles and abbreviations, and agency acronyms.

7. Assists the Special Services and Special Investigations Unit by providing information, photos and dossiers (a collection of information relating to a particular person) on UN pass holders.

Other Important information: Mental and physical stamina is required in order to adequately meet the routine processing of up to 250 – 350 individuals per day. This position often requires continuous data processing for 3 – 4 hours at a time without a break. The work requires standing for long periods of time. Hours are extended during the General Debate (two weeks per year) and any Special Sessions of the GA.

Competencies - Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures as they relate to grounds pass request procedures. Excellent problem solving skills and good understanding of the functions of Pass and ID Unit. Must be able to multi-task under high pressure conditions and maintain a high level of courtesy and efficiency while servicing clients. Ability to analyze and interpret data in support of decision-making. 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. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders.

• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• 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 is required.

  Work Experience A minimum of 3 years of experience in the field of general administration, office support, or related area is required.

  Experience with practical application of grounds pass request procedures is desirable.

  Experience using a security management system, such as CCURE 9000 or similar, for badging purposes is desirable.

  Experience in a client services role dealing with the international community is desirable.

  Experience with the use of MS Office applications is desirable.

  Experience in data analytics or related area is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations 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 until 30 September 2023. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. This temporary job opening is advertised to fill a temporarily vacant position during the absence of the regular incumbent. The regular incumbent is entitled to return to this position at the expiry of the temporary vacancy period. If the regular incumbent exercises the right to return, the appointment or temporary assignment of the candidate selected for this job opening will not be renewed or extended. Any appointment or assignment and renewal thereof are subject to the continued availability of the post.

• 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.

• 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.

• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.

• 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.

• Applying to this job opening carries an expectation to accept the offer, if selected. 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. An impeccable record for integrity and professional ethical standards is essential.

• An impeccable record for integrity and professional ethical standards is essential.

• 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.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• 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.

• An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.

• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

  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.