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 Independent Evaluation Section (IES), Office of the Executive Director (OED), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Evaluation and Research Assistant and overall guidance of the Deputy Chief and the Chief of the Section. For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

Within assigned authority the Team Assistant will be responsible for the following specific duties: • Perform a wide range of office support and administrative functions (e.g. arrangements for meetings and other events, room reservations, screen phone calls, printing of documentation, etc.), including preparing and/or processing administrative requests/documents (e.g. low value requisitions, purchase orders, travel requests, contracts, payments, visa applications, etc.); • Provide a wide range of administrative and secretarial assistance to the Chief and Deputy Chief of the Section, including arrangement for meetings, preparation of background materials, mission travel, maintenance of the calendar, etc.; • Support the Chief of the Section and the Deputy Chief in all administrative and logistical work, including all travel, management of leave, meetings, etc. • Provide secretarial, administrative and logistical support for the Section, including all evaluation activities (e.g. travel arrangements for IES staff as well as consultants/evaluators, meeting arrangements, monitoring of follow-up actions etc.); • Provide support to all Procurement processes in IES, including Low Value Procurement; • In collaboration with the Staff and Communications Assistant, provide administrative support for the recruitment and onboarding process of all consultants, evaluators and experts. This entails assisting in reviewing Terms of reference, corresponding with consultants, evaluators and experts, as well as the focal points in the Human Resources Management Service, assisting with issuing payments and facilitating the evaluation of consultants; • Provide support with the recruitment processes of temporary and fixed-term staff members at all levels in IES; • Prepare, organize and facilitate regular staff meetings; assist in drafting the minutes and disseminate meeting-related documents; • Research, compile and organize information and reference materials from various sources for reports, work plans, briefings, meetings etc.; • Assist as a back-up for the Staff and Communications Assistant as well as the Programme Assistant during periods of absence; • Review, record, distribute and/or process mail and other documents; follow up on impending actions; • Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing as necessary; • Assist in providing software and office equipment support, including ordering office supplies and stationery; • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as assigned.

Competencies

• PROFESSIONALISM: Has knowledge of general office and administrative support including administrative policies, processes and procedures especially in relation to SAP (Umoja) and the United Nations Talent Management/Recruitment System (Inspira). Has knowledge of logistical and administrative processes related to travel, administration of leave, etc. as well as related to accountability and quality assurance processes. Has knowledge in arranging different types of meetings with a range of stakeholders, including Member State representatives and senior management. Is self-motivated and interested with regards to specific subject matters handled by the Section, in particular relating to evaluation. Is able to handle confidential processes; discretion when addressing external stakeholders. Has ability to perform analysis, modelling and interpretation of 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. Has proven ability to provide good judgement and initiative, resourcefulness, energy and tact in the context of assignments given; is able to ensure an effective work structure to maximize productivity and achieve the goals of the Section. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. • ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work Section, where applicable; deals honestly and openly with issues and staff.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of three years of administrative work experience is required. The minimum years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resources Planning (ERP) system is required. Experience in the administration of recruitment-, travel-, secretarial- as well as procurement-processes in the United Nations Secretariat or in an international Organization is required. Experience in working with SAP (Umoja) and the UN Talent Management/Recruitment System (Inspira) is desirable. Experience within the United Nations system or a similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language 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. 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. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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.