Org. Setting and Reporting
This position is located in the Front Office of the Under-Secretary-General (OUSG), Department for General Assembly and Conference Management (DGACM), New York. The Office of the Under-Secretary-General for General Assembly and Conference Management oversees DGACM’s offices in New York, Geneva, Vienna and Nairobi. The Department provides technical and substantive support for conference services which also includes meeting servicing and documentation for the General Assembly and other bodies. The Staff Assistant will report to the Under-Secretary-General (USG).
The Staff Assistant will be responsible for the following duties:
•Provide direct assistance to the USG
•Manage appointment scheduling of the USG’s calendar, with appropriate consultation as required; effectively prioritize and resolve meeting conflicts and competing demands
•Compile and analyse basic data and background materials from a variety of sources, summarizing and presenting conclusions for review by the USG and for use in preparation of reports, briefing notes and presentations to intergovernmental bodies and other meetings
•Maintain liaison with senior officials in DGACM's Divisions and other offices in New York, Geneva, Vienna and Nairobi regarding ongoing programmes and other administrative matters; monitor processes and schedules related to the OUSG's work
•Ensure smooth and efficient information flow within the OUSG; prepare, process and classify confidential information; on behalf of the USG, keep others informed by conveying directives, reports, status updates, and other relevant information; bring sensitive and urgent matters to the attention of the USG
•Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify issues requiring the attention of the USG, and refer others to a relevant officer for appropriate disposition; monitor and follow-up on actions to be taken
•Respond or draft responses to a wide range of correspondence and other communications; use Microsoft Office to produce documents and reports; exercise quality control function for all outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation and style
•Independently handle a wide range of complex information requests and inquiries
•Develop, establish and improve office administrative systems and procedures to ensure the smooth functioning of the Front Office
•Perform the full range of office management and administrative support functions (e.g. travel arrangements, visa applications, expense statements, equipment purchase, meeting room bookings, etc.)
•Manage, update and further develop internal databases and electronic files; update intranet site; generate a variety of standard and non-standard statistical and other reports from various databases and applications
•Provide assistance to the communications and outreach team
•Perform other duties as assigned
• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Knowledge of the organizational structure, rules and regulations, and conference services procedures and processes of the United Nations or other similar international organization. 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 the 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.
High school diploma or equivalent is required.
A minimum of seven years of progressively responsible experience in Administration and general office support or a related area is required.
Experience in supporting senior-level officials (equivalent of Director's level or higher) in an international setting such as the United Nations or similar organization is required.
Experience in scheduling for a senior level official is required.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) is required.
Experience in planning, scheduling and organizing meetings is required.
Experience in working with electronic filing systems is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty.
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.
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.
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.
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.