Staff Assistant, New York

Organization: UN-Habitat - United Nations Human Settlements Programme

Country: United States

City: New York

Grade: G-5

Closing date: Friday, 24 March 2017

Posting Title: STAFF ASSISTANT, G5

Job Code Title: STAFF ASSISTANT

Department/ Office: United Nations Human Settlements Programme

Duty Station: NEW YORK

Posting Period: 23 February 2017-24 March 2017

Job Opening number: 17-ADM-UNHABITAT-70422-R-NEW YORK (R)

Staffing Exercise ID: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

This position is funded for an initial period of one year and may be subject to extension. 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. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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. 2. If you do not receive an e-mail 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.

Organizational Setting and Reporting

The United Nations Human Settlement Programme, UN-Habitat, is a United Nations agency with Headquarters in Nairobi, Kenya. It is mandated by the UN General Assembly to promote sustainable urban development. This position is located in the New York office duty station Under the direct supervision of the Director of the New York office and working closely with the relevant focal points in Nairobi. The incumbent will perform the following functions: Responsibilities

1.Provide support to the Director of UN-Habitat of New York office: Perform under supervision, the full range of office management and administration functions. Coordinate and maintain schedules of meetings of the office, monitor changes and communicate to appropriate staff in office and other UN Habitat duty stations. 2. Provide administrative support to the office communications: Ensure smooth and efficient information flow within the office, perform and process confidential information; assist in the development of office administrative systems and procedures. Maintain files and databases for the use of staff in the office. 3. Respond or draft responses to a wide range of correspondence and other communications, use standard word processing package to produce a wide variety of large, complex documents and reports. 4. Respond to complex information requests and inquiries from within and outside UNHQ-office. 4. Carry out quality control function for outgoing documents, proofread and edit exits for adherence for format, grammar, punctuation and style. 5. Research, compile and summarize background materials for use in preparation of reports, briefings, speeches, etc. 6. Disseminate materials, documents and information to appropriate offices/staff. Attend meetings, prepare minutes and monitor follow-up activities. 7. Maintain and update list of office equipment/inventory database. 8. Provide administrative and logistical support to the office of the Director: Organize official meetings, conferences, receptions, etc.; provide assistance in coordination of service-wide activities, special projects, events, handling all necessary arrangements and liaise with organizers/sponsors, protocol and other UNHQ department/offices, vendors, media. 8. Perform a variety of administrative duties, including preparing and processing administrative requests and forms such as request for office supplies, equipment, services orders, travel requests, expense claims, Visa applications, UN ground passes, door access and other similar requests). 9. Serve as an Information Technology (IT) Focal Point in the office to assist in basic troubleshooting computer software and computer hardware and coordinate with OICT Helpdesk; act as a Security Liaison Officer (SLO) for UMOJA/computer related issues and requests. Maintain, update and further develop internal databases; generate a variety of standard and non-standard statistical and other reports from various databases. 10. Assist in the preparation of presentation materials using appropriate technology/software. 11. Orient new staff to relevant administrative procedures and practices and provide general. 12. Perform other related duties as may be required.

Competencies

  • Professionalism: knowledge of general office and administrative support including but not limited to administrative policies, processes and procedure related to procurement, finance, and supporting in coordination of official meetings/conferences and side events in the United Nations. 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 problem or challenges; and 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.
  • 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

Completion of high school diploma or equivalent diploma is required, with supplemental training in Administration, human resources or related field. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

A minimum of five years of progressive work experience in human resources management, administrative services or related area. Knowledge of UN rules and regulations is an added advantage. Experience working in the UN 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. Working knowledge of another UN official language is desirable.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.

Source: UN Jobs

This article is culled from daily press coverage from around the world. It is posted on the Urban Gateway by way of keeping all users informed about matters of interest. The opinion expressed in this article is that of the author and in no way reflects the opinion of UN-Habitat.

Deadline/closing date: 
Friday, March 24, 2017