Posting Title: STAFF ASSISTANT (Temporary Job Opening), G5 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 12 May 2023 – 09 June 2023
Job Opening Number: 23-Administration-DGACM-209099-J-New York (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThis position is located in the Department for General Assembly and Conference Management (DGACM) in New York, in the Office of the President of the General Assembly (OPGA). The incumbent reports to the Chef de Cabinet and to other senior officers.
Under the general supervision of the Chef de Cabinet and other senior officers, the incumbent provides the full range of office management and administrative support functions to the Office of the President of the General Assembly, and may perform the following duties:
- Ensures efficient information flow within the Office of the President of the General Assembly;
- Maintains liaison with the Department for General Assembly and Conference Management (both General Assembly and Economic and Social Affairs Division and the Executive Office) as well as with senior officials in other units and departments;
- Prepares and processes confidential information;
- Assists in the development of office administrative systems and procedures;
- Organizes or provides assistance in the coordination of meetings, official receptions, and other special projects and events;
- Makes arrangements for and coordinates teleconference and other activities;
- Orients new staff to relevant administrative procedures and practices and providing general assistance to other office support staff;
- Drafts responses to a wide range of correspondence and other communications;
- Carries out quality control function for outgoing documents;
- Performs a variety of administrative duties (e.g. time and attendance, meeting management) including preparing and processing administrative documents (e.g. travel requests, expense claims, vouchers, visa application), and assisting in the preparation of UN official documents;
- Maintains the central filing system and databases for the Office of the President;
- Performs other duties as required.
- Professionalism: Knowledge of the general office and administrative support including administrative policies, processes and procedures. Knowledge of intergovernmental processes within the United Nations or similar international organisation. Ability to research, select, organize and summarize information required for the preparation of meetings. 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& 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.
EducationFor this position a high school diploma or equivalent is required.
Work ExperienceA minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or related area is required. Experience working with enterprise resource planning (ERP) systems such as SAP (Umoja) or equivalent is desirable. Experience with creating shopping carts, low-value acquisitions, fund commitments, goods receipts and service entry sheets is desirable. Experience supporting a senior level manager in a regional or an international organization is desirable.
LanguagesEnglish 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 an advantage.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticeThis position is temporarily replacement for staff on parental leave and available through 31 December 2023. 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. This position is subject to local recruitment. 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. 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. 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. 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. 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.
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.