Posting Title: STAFF ASSISTANT, G6 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: Executive Office of the Secretary-General
Duty Station: NEW YORK
Posting Period: 26 July 2023 – 12 September 2023
Job Opening Number: 23-Administration-EOSG-214789-J-New York (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThis position is located in the Executive Office of the Secretary-General (EOSG), in the Office of the Deputy Secretary-General (DSG). The Staff Assistant will report to and support the Special Adviser on Development Policy (SADP). The EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff. All EOSG unit will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.
Within the delegated authority, the Staff Assistant will be responsible for the following duties: 1. Provides administrative and personal assistance to the Special Adviser on Development Policy (SADP) in the Office of the Deputy Secretary-General:
- Maintains the calendar and processes appointment requests; organizes travel arrangements and prepares other administrative requests/documents for the SADP and the other staff of the Office of the DSG.
- Ensures availability of background materials for the Special Adviser and senior staff attending meetings; organizes and maintains office database and archives.
- Provides administrative and logistic support in the preparation of meetings, including circulation of invitations, monitoring of attendance, and coordination of technical arrangements.
- Conveys directives, reports, status updates and other relevant information and brings sensitive and urgent matters including operational issues to the attention of the Special Assistant.
- Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications. 2. Collaborates with and, as needed, backstops, other Staff Assistants in the Office of the Deputy Secretary-General; Work on correspondence in the Office of the DSG:
- Drafts, edits, proofread and prepare official communications, for signatures of EOSG senior officials.
- Ensures an effective and efficient flow of information by processing all incoming and outgoing correspondence, overseeing information flow within the Office, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions; organizes and maintains office database and archives 3. Backstops the ODSG logistical focal point in the preparation of the Deputy Secretary-General’s travel:
- Supports the Trip Coordinator with logistics arrangements for DSG’s travel – liaises with UN Travel and Visa Office, DSS, Executive Office of the EOSG and other relevant UN Offices and Departments, as well as the UNCT, UN Office or partner in the country/city of the visit, and organizers of the event, as relevant, to confirm itinerary and security assignment and coordinate the logistics of the trip;
- Drafts, processes for signature by the Head of Office and dispatches memorandums, letters, notes verbales and other trip-related correspondence to relevant Permanent Missions and UN Offices and Departments, as per established EOSG practices and protocols; follows up as necessary.
- Prepares visa applications and other relevant forms for the DSG and Front Office Trip Captain;
- Takes the necessary steps to complete registration for the DSG and TC’s participation in a summit or conference where accreditation is required.
- Develops structure of a trip book, prepares a paper copy for the DSG and Front Office Trip Captain travelling with the DSG.
- Maintains trip files (both electronic and paper).
- Performs other assignments pertaining to the trip, as required.
- Performs the above actions under minimal supervision and report the result to the trip captain.
CompetenciesPROFESSIONALISM: 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. 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 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.
EducationHigh school diploma or equivalent is required.
Work ExperienceA minimum of seven years of experience in general office support, administrative services, or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience providing assistance to senior officials is required. Experience in drafting and proof-reading of official communications/documents is required.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticeThis position is temporarily available for 365 days. 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. Passing the Global General Service Test (GGST) is a pre-requisite 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. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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. 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 disability. Reasonable accommodation for applicants with disability may be provided to support participation in the recruitment process when requested and indicated in the application.
United Nations ConsiderationsAccording 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. 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.
No FeeTHE 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.