Staff Assistant Job

The United Nations is an intergovernmental organization to promote international co-operation. A replacement for the ineffective League of Nations, the organization was established on 24 October 1945

The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The Office of the Executive Director is responsible for the formulation of a clear and consistent vision for UN-Habitat, as well as the policies necessary to effectuate that vision; establishing operational priorities and strategies, in consultation with senior management of the programme ; ensuring effective management and accountability of the programme and budget; and engaging with key Member States and other stakeholders to secure both political and financial support for UN-Habitat.

The Governing Bodies Secretariat is responsible for organizing and servicing of the meetings of the Governing Bodies of UN-Habitat which include the UN-Habitat Assembly, Executive Board, and the Committee of Permanent Representatives. It is also responsible for high level liaison and communication with Governments and Permanent Missions and for providing guidance and advice to the Organization on diplomatic and political matters.

The focus of this position is communications with Member States and Governments by supporting the drafting and review of correspondences as needed.

Under the supervision of the Secretary to the Governing Bodies Secretariat, the incumbent will perform the following duties:

Responsibilities

  • Assists in the overall administration of the department/division, i.e., provides substantive and administrative support in managing priorities and workflow 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.
  • 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, specifically by following up with Permanent Missions as well as with branches and offices within the Organization on requests and responses required.
  • 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; Specifically focuses on communication with Permanent Missions and Governments by supporting the drafting and review of correspondences as need such as letters and note verbales for various purposes from the Organization
  • Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
  • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
  • Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
  • Organizes official receptions, and services meetings of the Governing bodies, etc., handling all necessary arrangements (e.g., room reservations, guest/participant lists, drafting notifications and invitation letters, catering, seating arrangements, organising background documentation, special equipment, etc.).
  • Prepares, processes and classifies confidential information.
  • Handles a wide range of administrative duties/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.
  • 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.

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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

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.

Education

High school diploma or equivalent.

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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

  • A minimum of seven (7) years of progressively responsible experience in general office support or related area is required.
  • Experience in planning and organizing meetings, conferences or social events is required.
  • Experience in drafting official correspondence 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 an advantage.
  • Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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.

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment.

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.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not
receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira “Need Help?” link.

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.

hecks to verify the information provided in the application.

How To Apply


Closing Date : 6 December. 2021
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