STAFF ASSISTANT (Temporary Job Opening) [Temporary]

The position is located in the Division for Africa, Least Developed Countries and Special Programmes of UNCTAD, Geneva. The Staff Assistant reports to the Chief of the Office of the Director.

Within limits of delegated authority, the Staff Assistant is responsible for the following duties:

•Performs, under minimal supervision, the full range of office management and administrative support functions to the Director of the Division and the staff from the Office of the Director.
•Maintains liaison with the Front Offices, Office of the Secretary General and with senior officials in other Divisions regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Division’s outputs, products, tasks, etc.
•Assists in the recruitment of consultants, facilitates the organization of expert group meetings and assists in the organization/logistics of travelst; 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 statistical data from a variety of sources), 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.
•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.
•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.
•Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, 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.

PROFESSIONALISM:
Knowledge of general office and administrative support including administrative policies, processes and procedures. Proficiency in the use of office automation tools (Word, Excel, Power Point). 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.

High School Diploma or equivalent

A minimum of seven years of experience in general office support or related area.
Five years of experience working for the United Nations is an advantage.
Experience working with ERP systems, such as Umoja, is desirable.
Prior experience in assisting high level official in Front Office settings is desirable.
Experience in planning and organizing missions is desirable.

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable.

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

•This position is initially temporarily available through the end of 2019.
•The duration of the appointment is subject to availability of funds.
•Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
•Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.
•If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
•Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
•Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
•A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
•All TJOs in the General Service and related categories, at the levels GS-5, GS-6 and GS-7 shall be open only to internal staff members at the respective duty station holding a Fixed-Term Appointment, Continuing Appointment or Permanent Appointment. When a qualified internal staff member cannot be identified, the hiring manager may submit a request for an exception for selecting an external candidate (including a staff member holding a temporary appointment). Such requests must be substantiated and submitted to the respective Recruitment focal point who in turn will review for transmittal to OHRM.
•In addition, all new entry-level recruitment in the General Service and related categories, for positions at the GS-4/TC-3/S-2/ PIA I levels and below, irrespective of the source of funding, will only be granted Temporary Appointments. Vacancies at these levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to serving staff members holding Fixed-Term Appointments followed by those holding Temporary Appointments. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment cannot be identified. Selection of a new external candidate requires the approval of OHRM. No entry level Fixed-Term Appointments will be granted to new external candidates.
•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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1
•For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
•For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

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.

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.