staff assistant

Org. Setting and Reporting

This position is located in the Office of the Under Secretary-General (OUSG) the Office of Internal Oversight Services (OIOS) in New York.

The Staff Assistant will report to the Under Secretary-General through the Chief of OUSG. The Office of Internal Oversight Services is an independent office reporting to the Secretary-General and to the General Assembly.

It comprises of three pillars, the Internal Audit Division (IAD), the Inspection and Evaluation Division (IED) and the Investigations Division (ID) with a staff presence in Headquarters, Offices Away from Headquarters, and in Peacekeeping Missions.

Responsibilities

Within limits of delegated authority and depending on location, Staff Assistant at this level may be responsible for the following duties:

• Secretariat assistance to the USG, type memoranda, schedule appointments, and assist in collation of briefing notes prior to meetings.
• Compile and analyse basic data from a variety of sources, summarizing and presenting conclusions for review by the USG.
• Serve as a communications link between the USG and senior staff; 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.
• Take full responsibility for time management and scheduling on behalf of the USG, with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands.
• Undertake representational duties on behalf of the USG, to include serving as first point of contact and liaison with senior officials, internally and externally.
• Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify issues requiring the USG's attention, and refer others to a relevant officer for appropriate disposition; monitor and follow-up on actions to be taken.
• Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.
• Independently handle a wide range of complex information requests and inquiries (e.g., answer requests requiring file or other research); respond or draft responses to a diverse range of correspondence and other communications.
• Support the USG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• Establish/improve administrative procedures and systems to ensure the smooth functioning of OIOS.
• Prepare, process and classify confidential information.
• Handle a wide range of administrative duties/processes (e.g., travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Exercise quality control function for all outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation, and style.
• Manage, update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Perform 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.

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.

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.

Education

High school diploma or equivalent is required

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of progressively responsible experience in general office support, administration or a related area is required.

Experience working for senior-level officials in the United Nations System or a comparable public sector institution is required. Experience working with word processing, spreadsheets and presentation software, such as Microsoft Office or equivalent is required.

Experience performing and tracking transactional processes in an Enterprise Resource Planning (ERP) system, such as Umoja or an equivalent system is desirable One year or more of experience in data analytics or related area 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 language of the United Nations is an advantage

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

This post is financed by the Regular Budget. Appointment or assignment against this position is for an initial period of one year.

The appointment, or assignment, and renewal thereof are subject to the availability of the post or funds, budgetary approval, or extension of the mandate.

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, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations.

Such applicants may be contacted by other UN Organization for similar job openings, subject to the confirmation of their interest.

Placement on the roster is no guarantee of a future selection. 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.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN organizations.

Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest.

Placement on the roster is no guarantee of a future selection.

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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.

This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile 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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