Job Vacancies Department of Political Affairs (DPA)
Job Title Staff assistant for the Middle East Team, G5
Department/ Office ASIA AND THE PACIFIC DIVISION
Duty Station NEW YORK
Posting Period 1 March 2011-31 March 2011
Job Opening number 11-ADM-dpa oasg paa apd-16902-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The Team assistant works under the overall supervision of the team leader for the Middle East in the Middle East and West Asia division of the Department of Political Affairs (DPA). Additional information on DPA is available on http://dpaintranet.un.org.
Performs, under minimal supervision, the full range of office management and administrative support functions to the Team leader for the Middle East in the Middle East and West Asia Division in the Department of Political Affairs, and other team members as appropriate.
Maintains calendar and schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the Team.
Screens visitors and incoming/outgoing telephone calls from/to Member States Permanent missions, UN field missions, international organizations, UN agencies, etc. and directs calls to officers under whose competence a particular call-inquiry falls.
Carries out quality control function for outgoing documents. In particular, types and processes, in final form, talking points, statements, briefing notes, analytical papers, background materials, profiles and other materials for official visits and meetings of the Secretary-General and/or other UN senior officials. Fills in and submits forms for processing and issuing documents of the General Assembly and/or the Security Council.
Receives and/or sends outgoing correspondence for the Division. Photocopies, scans and circulates documents, papers and incoming correspondence to all concerned. Ensures smooth and efficient information flow within the Team; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Drafts routine correspondence and responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
Maintains files (both paper and electronic) and databases for the Middle East Team. In particular, creates, organizes, maintains and updates files and databases on relevant country documents, correspondence, talking points, briefing notes, resolutions, Secretary-General’s reports for the use of the Middle East Team and the Division.
Performs a variety of administrative duties (e.g. 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.).
Maintains liaison with the Executive Office and with the offices of the ASG and USG regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Team’s outputs, meetings and tasks.
Provides assistance in the coordination of system-wide activities (for example integrated task forces meetings and videoconferences), special projects and international events.
Researches, compiles and summarizes background materials for the Team, upon request from desk officers on the basis of the area/subject assigned.
Performs other duties as assigned.
Knowledge of general office and administrative support including administrative policies, processes and procedures, as well as familiarity with press and online media sources are essential. Demonstrates efficiency and timeliness in meeting multiple deadlines, responding to requests, keeping records and filing relevant incoming and outgoing documents. Shows commitment to and pride in achievements of the Team.
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 and Organizing:
Demonstrates ability to plan and organize his/her own work in accordance with assignments. Identifies priority activities and assignements and adjusts priorities as required. Uses time efficiently. Demonstrate ability to multi-task, perform under pressure and tight deadlines, and achieve results.
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) in English at Headquarters
Five years of experience in general office support or related area.
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 applicants may be invited to take a written test and, if successful, invited to a 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.
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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