Job Vacancies Department of Economic and Social Affairs
Position Staff Assistant
Department/ Office Department Of Economic And Social Affairs
Duty Station NEW YORK
Closing Date: Sunday, 22 January 2012
Job Opening number 11-ADM-DEPT OF ECON & SOCIAL AFFAIRS-21143-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located in the Financing for Development Office of the Department of Economic and Social Affairs. The incumbent of the post reports to the Chief of Multi-stakeholder Engagement and Outreach Branch.
Under the supervision of the Chief of Multi-stakeholder Engagement and Outreach Branch, within limits of delegated authority the Staff Assistant will be responsible for the full range of administrative and secretarial support functions, as well as for providing back-up to the FfDO’s Information Technology Assistant. The incumbent will be tasked with the following duties:
Administrative and secretarial:
Perform, under minimal supervision, the full range of office management and administrative support functions, including preparing and processing administrative requests (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
Ensure smooth and efficient information flow within the Branch; Maintain calendar of the Chief;
Assist in human resources management, including processing cases in Inspira and preparing and processing consultancy contracts;
Provide assistance in the coordination of events organized or sponsored by FfDO;
Provide research assistance by extracting and compiling information on specific projects or assignments undertaken by the Branch using Internet, relevant databases and library;
Develop and maintain an effective reference and database system (both paper and electronic) on topics of relevance to the work of the Branch; Maintain chronofiles of the Branch;
Systematically follow and track development of relevant General Assembly and ECOSOC agenda items, resolutions and other legislative decisions that affect work programme of FfDO;
Use MS Word, Excel, PowerPoint and other software packages to produce a wide variety of documents and presentation materials;
Assist in preparation and submission of the official documents prepared by the Branch;
Draft responses to a wide range of correspondence and other communications; Review all outgoing correspondence prior to clearance or signature by the Chief to ensure compliance with existing procedures; Screen, earmark and distribute, as appropriate, all incoming correspondence;
Perform other duties as assigned.
Maintain the FfD website, including updating the existing web pages and creating new ones as required;
Provide basic technical support to FfDO staff on relevant hardware and software systems applications;
Act as liaison between FfDO and OICT, including identifying, reporting to and following up with OICT on any malfunctioning of hardware and software in FfDO that cannot be solved internally in a timely manner;
Serve as Property Records Custodian, including maintaining computer inventory and disposing old equipment;
Order and stock adequate supplies of computer equipment.
Knowledge of the UN System, particularly of the UN financial and general administration; Thorough knowledge of IMIS, Inspira and various UN forms and procedures, including these related to documentation; Knowledge of the UN information technology infrastructure and systems, including web management software; Ability to perform a broad range of IT functions, including website management and IT user support; Thorough knowledge of hardware and software of web design, information technology infrastructure, servers, workstations, desktop PCs, and peripherals; Ability to undertake system programming using widely used programming languages; 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.
- 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 the 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
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 from Headquarters. Relevant post secondary courses in information technology, including web management are desirable.
Several years of experience in general office support or related area, including performing administrative, secretarial and information technology functions. Experience in website management and provision of computer hardware and software support to users required.
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 United Nations language is an advantage.
Qualified candidates may be given a written assessment. Successful candidates may be invited to a competency-based interview.
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.
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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