STAFF ASSISTANT [Temporary]

United Nations - New York, NY4.4

Temporary
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This position is located in the Office of the Special Envoy for the Secretary-General on the implementation of Security Council Resolution 1559 (2004) in the Department of Political and Peacebuilding Affairs. The incumbent will report to a Political Affairs Officer.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

Responsibilities
Within delegated authority, the Senior Staff assistant will be responsible for the following duties:

  • Assists in the overall administration of the department/division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
  • Compiles and analyzes basic data from a variety of sources (including UMOJA), summarizing and presenting conclusions for review by manager.
  • Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
  • Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
  • Identifies urgent and sensitive matters relevant to the mandate of the office, updating the Political Affairs Officer on a daily basis of the latest developments in the international media.
  • Attends administrative meetings on behalf of the office.
  • Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
  • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
  • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine,
periodicals and other information sources to identify articles of interest to the manager.
  • Independently handles a wide range of complex information requests and inquiries (e.g., answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
  • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
  • Prepares, processes and classifies confidential information.
  • Handles a wide range of administrative processes (e.g., leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications
charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
  • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Dispatches incoming correspondence as appropriate.
  • Uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
  • Performs other duties as assigned in coordination with the correspondence team.
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.
COMMUNICATION
  • Speaks and writes clearly and effectively.
  • Listens to others, correctly interprets messages from others and responds appropriately.
  • Asks questions to clarify, and exhibits interest in having two-way communication.
  • Tailors language, tone, style and format to match audience.
  • Demonstrates openness in sharing information and keeping people informed.
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.

Work Experience
A minimum of seven years of progressively responsible experience in general office support or related area is required. Experience working on issues related to the Middle East is desirable. Experience working with senior officials in an international organization is desirable. Experience handling correspondence is desirable. Experience in supporting Special Political missions 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 French is desirable. Knowledge of another official United Nations language is an advantage.

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 through 31 December. 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 assignment 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.
  • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
  • 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.
  • 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.
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.