Job Vacancies Department of Political Affairs (DPA)
Office of the Under-Secretary-General – DPA
Job Title Staff Assistant, G5
Department/ Office OFFICE OF THE UNDER-SECRETARY-GENERAL – DPA
Duty Station NEW YORK
Closing Date Wednesday, 08 December 2010
Job Opening number 10-ADM-dpa ousg-15934-R-NEW YORK (O)
United Nations Core Values Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in Africa I Division of the Department of Political Affairs. The incumbent will report to the Director and Deputy Director of the Division through the Team Leader or the Desk Officer.
Under the supervision of the Director of Africa I Division and his deputy, the incumbent will be responsible for the following duties:
Provide secretarial and administrative assistance to the desk officers within the Division.
Liaise with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters.
Coordinate and schedule meetings with other sections of DPA and related departments.
Liaise with the Director’s Assistant on a daily basis for internal meetings and act as back-up for the Director’s Assistant in her/his absence.
Maintain and expand contacts with other units or departments in the Secretariat, as well as the UN agencies and programmes and other organizations relevant to the region, and coordinate the input of other units, departments in the collection of data for assignments received.
Prepare current and background material for meetings and compile chronological and functional files to ensure that the desk officers are fully prepared for meetings.
Monitor publications, articles, Secretary-General’s statements, etc.
Provide support in the preparation of briefings for informal consultations.
Organise the booking of rooms and collect background materials for meetings.
Review all incoming correspondence, often of a highly confidential nature. Highlight and bring the most urgent correspondence to the officers’ attention; especially when the Secretary-General, USG, ASG or Director of the division may have to be involved and when the desk officers may find it necessary to recommend action.
Distribute copies to relevant staff for their information, clearance and/or action.
Take dictation and type letters, memos and code cables to Field Missions.
Provide secretarial and administrative assistance to visiting Special Representatives of the Secretary-General for Field Missions, Special Envoys, Senior Advisor, other high-level UN officials.
Make travel arrangements for the desk officers.
Undertake regular rounds duties between the division, the Director’s office, and other areas of the Department and Organisation as necessary, collecting, photocopying and distributing documents and mail as appropriate.
Ensure smooth and efficient information flow within the unit; prepare and processe confidential information.
Knowledge of general office and administrative support including administrative policies, processes and procedures. 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 problems or challenges, remains calm is stressful situations.
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; demonstrates openness in sharing information and keeping people informed.
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing and able to learn; places team agenda before personal agenda; supports and acts in accordance with final group decision; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
High school diploma or equivalent.
Five years of progressively responsible work experience in secretarial and administrative office support or related area.
English and French are the working lanugages of the United Nations. For this post, fluency in oral and written English is required. Knowledge of French is desirable. Knowledge of another UN official language is an advantage
United Nations Considerations
The United Nations is committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The United Nations Secretariat is a non-smoking environment.
Competency-based interview will be conducted.
This position is for local recruitment. External applicants will be considered for appointment if no suitable internal candidate is 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 Service 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 received applicants every Wednesday (except public holidays) between 10:am and 12:00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful 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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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