Job Vacancies Office for Disarmament Affairs
Position: Senior Staff Assistant
Location: United States of America ( The ), New York
Closing Date: Saturday, 30 June 2012
Organizational Setting and Reporting
This post is located at the Office of the High Representative for Disarmament Affairs. The incumbent reports to the Special Assistant to the High Representative.
Under the direct supervision of the Special Assistant to the High Representative for Disarmament Affairs, the incumbent will:
Assist in the overall administration of the office, i.e. provide secretarial and administrative support in managing priorities and work flow of the High Representative; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
Serve as a communications link between the High Representative and senior staff; on behalf of the High Representative, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the manager.
Take full responsibility for time management and scheduling on behalf of the High Representative with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands.
Undertake representational duties on behalf of the High Representative, to include serving as first point of contact and liaison with senior officials internally and externally.
Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify ‘issues requiring the High Representative’s attention and refer others to relevant officer for appropriate disposition; monitor and follow-up on actions to be taken.
Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); respond, or draft responses, to a diverse range of correspondence and other communications.
Support the High Representative by compiling briefing material for appointments and meetings.
Oversee the work of office support staff; establish priorities and deadlines, assign work and reviews outputs upon completion; train office support staff in administrative, protocol and other relevant procedures
Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
Prepare, process and maintain filing system for the High Rperesentative’s confidential files.
Handle a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, etc.).
Exercise quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
Use standard word processing package to produce a wide variety of large, complex documents and reports.
Perform other duties as assigned.
Work implies frequent interaction with the following:
Senior officials within the UN Secretariat and UN system; Permanent Representatives and Mission staff;
Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc
. Competencies Professionalism
—- 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 in 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; tailors language, tone, style and format to match 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.
A minimum of seven years of experience in general office support or related area. Experience in adminstrative and secretarial functions for senior officials in the UN involving wide contact with diplomatic personnel and the various offices of the Secretariat. Languages
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.
Evaluation of qualified applicants may include an assessment exercise which may be followed by a competency-based interview. Special Notice
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
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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