Job Vacancies Department for General Assembly Affairs and Conference Management
Job Title Secretary, G5
Department/ Office OFFICE OF THE USG FOR GENERAL ASSEMBLY AND CONFERENCE MANAGEMENT
Duty Station NEW YORK
Posting Period 25 January 2011-24 February 2011
Job Opening number 11-ADM-dgacm ousg-18184-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Office of the Under-Secretary-General, Department for General Assembly and Conference Management, and the incumbent reports to the Chief of Office.
Under the direct supervision of the Chief of Office of the Under-Secretary-General (OUSG) for General Assembly and Conference Management, the incumbent is responsible for the following:
Perform, under minimal supervision, the full range of office management and administrative support functions; provide assistance to the Chief of Office, the Special Assistant to the Under-Secretary-General, and the Training and Outreach Coordination Officer. Maintain liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters. Ensure smooth and efficient information flow within the OUSG; process confidential information; assist in the development of office administrative systems and procedures. Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc. Provide assistance in the coordination of the OUSG’s activities (meetings, training, etc.), special projects and events. Provide general administrative assistance to other office support staff. Draft responses to correspondence and other communications, as required; use standard word processing package to produce a wide variety of large, complex documents and reports. Manage, update and further develop internal databases; generate a variety of standard and non-standard statistical and other reports from various databases. Carries out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style. Respond to complex information requests and inquiries (e.g. answer requests requiring file search, etc.). Assist in the preparation of presentation materials using appropriate technology/software. Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the OUSG. Perform a variety of administrative duties (e.g. maintain incoming letter log, leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.). Perform web related tasks as follows: maintenance of departmental [iSeek] website by assisting in production and organization of web content (participate in drafting editorial plan for website, compile submissions from different offices/divisions, prepare layouts of text and photographs, write front page summaries/blurbs, create web content, i.e., draft articles for the site, manage periodic uploads of new web content, design and prepare broadcast messages to staff for website development phase, liaise with the Information and Communications Technology Section to ensure smooth functioning of sites); maintenance of IAMLADP website by assisting in organization of web content, i.e., receiving submissions from various member organization, preparing layouts of text and photographs and manage periodic uploads of new web content.
-Knowledge and understanding of the functions and organization of the OUSG, and
knowledge of the organizational structure and respective roles of related units
-Good knowledge of relevant operational and administrative policies, practices and procedures, including records management/filing procedures
-Ability to research, select, organize and summarize data and information required for reports, studies, briefings, etc.
-Tact and discretion in dealing with confidential matters
-Demonstrated ability to apply good judgment in the context of assignments given
-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.
-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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.
At least five years of experience in administrative and office support functions or related area. Ability to update and maintain Websites is desirable.
English and French are the working languages of the United Nations Secretariat. For this post fluency in oral and written English is required. Knowledge of another official UN language is desirable.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Short-listed applicants will be assessed through a comptency-based interview.
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date
- 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.
An impeccable record for integrity and professional ethical standards is essential.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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