Job Vacancies Department of Field Support
Position: Personal Assistant To The Under-secretary-general
Department/ Office Department Of Field Support
Duty Station NEW YORK
Closing Date: Saturday, 31 December 2011
Job Opening number 11-ADM-DEPARTMENT OF FIELD SUPPORT-21981-R-NEW YORK (O)
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 for Field Support. The incumbent reports directly to the Under-Secretary-General (USG).
Under the direct supervision of the Under-Secretary-General for Department of Field Suppor (DFS) and in close coordination with the Special Assistant of the Under-Secretary-General, the incumbent provides secretarial and administrative support to the Under-Secretary-General (USG), DPKO. He/she brings sensitive and urgent matters to the attention of the USG, ASG and other officers in DFS. The incumbent is responsible for ensuring effective time management and scheduling on behalf of the USG with appropriate consultation as required; effectively prioritizing and resolving related conflicts and competing demands. The incumbent serves as a first point of contact and liaison with senior officials internally and externally; he/she screens and prioritizes incoming correspondence; identifies issues requiring the USG’s attention and refers others to relevant officers for appropriate disposition. The incumbent establishes/improves administrative procedures and systems to ensure smooth functioning of the Office of the USG, including filing (paper and electronic) systems. He/she oversees the work of office support staff; establishing priorities and deadlines, assigning work and reviewing outputs upon completion; training office support staff in administrative, protocol and other relevant procedures. He/she is responsible for organizing official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). The incumbent is responsible for preparing, processing and classifying confidential information, and for the processing of 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.). He/she performs other duties as assigned.
-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; ability to accurately and independently prepare the full range of outputs, reports, etc.
-Demonstrated ability to apply good judgment in the context of assignments given
-Excellent secretarial skills including drafting ability and familiarization with word processing techniques
-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
Planning & Organizing:
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Uses time efficiently
High school diploma or equivalent. Specialized secretarial and/or management/executive assistance training/courses are desirable.
A minimum of seven years of experience in performing administrative and secretarial functions for senior officials in the United Nations or other international organizations . Experience in coordinating functions for diplomatic personnel and knowledge of basic protocol procedures is desirable.
English and French are the working languages of the United Nations. For this post fluency in English (both oral and written) is required; knowledge of French is desirable. Knowledge of another UN official language is an advantage.
Competency 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.
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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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