United Nations Secretariat

Special Assistant (Administration)

United Nations Secretariat

Job Description

Org. Setting and Reporting This position is located in the Office of the Director, Business Transformation and Accountability Division (BTAD), Department of Management Strategy, Policy and Compliance (DMSPC). The incumbent reports directly to the Director. For more information, visit https://www.un.org/management/content/our-offices. Responsibilities Under the supervision of the Director, the Special Assistant will be responsible for the following duties: • Leads or participates in teams involved in business transformation and accountability, analyses new needs, including resources and budgetary implications, and defines work strategies, including for streamlining of processes. • Initiates and coordinates policy and programme formulation, development, monitoring and implementation particularly in the areas of recruitment, staffing, vacancies, monitoring and reporting, ., ensuring consistency in the application of UN rules and procedures. • Leads, oversees and coordinates the preparation and implementation of the work program and budget through regular reviews, drafts routine and ad hoc outputs/correspondence, and provides effective monitoring reports and data. He/she identifies deviations from plans and proposes corrective measures. He/She monitors programme implementation; drafts,coordinates and supervises preparation of statements, reports and other material requiring consolidated response, including to Senior Management and to the General Assembly and other entities, such as oversight bodies, responses to audit requirements; ensures follow-up, as necessary, and monitor implementation of recommendations directly involving BTAD made by the Assembly, oversight bodies and auditors; participates in meetings of legislative bodies and other entities as required. • Represents the Director in meetings as required • Initiates and conducts studies to improve budget reporting and cost-effective utilization of BTAD program resources. • Acts as a Certifying Officer for the Division • Establishes and maintains a set of sound procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control. • Produces major/complex reports for management. • Provides expert guidance and leadership to more junior staff. • Performs other related work as required. Competencies PROFESSIONALISM: Knowledge of programme management, administrative, budgetary, financial and human resources policies and procedures; ability to apply various United Nations administrative rules and regulations in work situations; demonstrate conceptual analytical and evaluative skills to conduct independent research and analysis; ability to identify issues, formulate opinions, make conclusions and recommendations; ability Able to coordinate complex projects with clients and stakeholders. 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. Takes responsibility for incorporating gender perspectives and ensuring 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. PLANNING & 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. MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. Education Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, human resources, information technology, programme management or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of seven years of progressively responsible experience in administration, programme or project management, coordination, communication or related field is required. Experience in development of administrative policies and drafting reports is required. Experience in coordination/liaison with intergovernmental/ legislative bodies is required. Experience in supervising staff is required. Experience in change management, development and implementation of new initiatives/strategies is desirable. Experience in performing functions of a Special Assistant or similar functions to directly support a senior official in an international or public organization is desirable. Experience in programme development, monitoring and evaluation is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the position 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 open for recruitment for an initial period of one year and may be subject to extension. 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. 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. For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 October 2018, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belarus, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, Central African Republic, China, Comoros, Cyprus, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Indonesia, Islamic Republic of Iran, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Syrian Arab Republic, Thailand, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela. 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.
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