Job Vacancies Department of Political Affairs
Position Staff Assistant, G5
Department/ Office DEPARTMENT OF POLITICAL AFFAIRS
Duty Station NEW YORK
Closing Date: Saturday, 04 June 2011
Job Opening number 11-ADM-DEPT OF POLITICAL AFFAIRS-19704-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located in the Executive Office of the Department of Political Affairs and the incumbent reports directly to the Executive Officer.
The Staff Assistant is responsible for the following duties:
Performs, under minimal supervision, the full range of office management and administrative support functions to the Executive Officer and other staff of the Executive Office as appropriate.
Maintains liaison with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
Attends meetings, prepares minutes, monitors follow-up activities.
Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
Ensures distribution and recording of all incoming and outgoing correspondence.
Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
Assists in the preparation of presentation materials using appropriate technology/software.
May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
Maintains calendar/schedules; monitors changes and communicate relevant information to the EO appropriate staff inside and outside the immediate work unit.
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, LP renewals, Pass and ID extensions, issuances of loaner phones and processing of changes of telephone requests, etc.).
Maintains files (both paper and electronic) and databases for work unit.
Performs other duties as assigned.
Work implies frequent interaction with the following:
Staff in related organizational units across the institution.
Visitors and representatives from Permanent Missions, UN Common System Organizations, etc.
Contacts in other international organizations, government institutions, non-governmental organizations, universities, the media, etc.
Provides the full range of office management and administrative support at unit level, working under minimal supervision. Effectively tracks, monitors and provides quality control of key deliverables. Effectively organizes and manages records and data. Discretely handles confidential material/matters. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels.
Shows the ability to provide administrative support in accordance with 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 in stressful situations.
-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.
A minimum of five years of experience in office management or administration is required. At least two years of experience working in a department’s front office is desirable. Excellent IT skills including the standard computer applications, i.e., Microsoft Word, Excel and PowerPoint are desirable. Familiarity with the Integrated Management Information System (IMIS) is desirable. Knowledge of the UN Staff Regulations and Staff Rules, personnel and administrative policies and procedures, financial rules and procedures is desirable.
English and French are the working languages of the UN Secretariat. For this post fluency in English (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
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.
A competency-based interview and/or written substantive assessment may be administered.
This position is for local recruitment.
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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