Transport Assistant

This position is located in the Aviation Safety Section (AvSS) in the Office of the Assistant Secretary-General (OASG), Office for Supply Chain Management (OSCM), Department of Operational Support (DOS), in Brindisi, Italy. The Office of Supply Chain Management encompasses the Office of the Assistant Secretary-General, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section, and the Enabling and Outreach Service. The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The incumbent will report to the Head of the Aviation Safety Section or designated official.

The Transport Assistant will be responsible for the following duties: Transportation and Aviation Related: • Assists in preparation and compilation of the Aviation Safety Annual Report by compiling and maintaining the occurrences database, preparing all graphics, tables, and statistics, drafting text as required. • Assists with the preparation of briefing and presentation materials, speeches, talking points, background information and documentation for meetings. • Assists with the compilation of technical evaluations for long- and short-term contracts. • Establishes and maintains relevant technical reference library. • Supports the renewal of technical aviation safety database subscriptions. • Administers Board of Inquiry (BOI), Board of Auditors (BOA) and similar inquiries, including maintenance of the filing system ensuring safekeeping of confidential materials. • Supports technical and administrative knowledge management and the development and revision of aviation safety related training and e-learning material. • Provides client support and basic administration of the aviation safety platform. • Researches best practices and poses new, more effective ways of doing aviation safety to improve business processes; Supports implementation of operational strategies. General Support and Administration • Provides support with respect to all aspects of the services offered by the Section. • Administers Learning Management System (LMS) activities, including course setup, enrolments and training records. • Supports implementation of operational strategies. Reports to internal and external clients in a timely and appropriate fashion as required. • Manages the Section's common email account; responds to internal and external clients in a timely and appropriate fashion as required. • Administers the Section's organization of conferences, workshops and meetings. Administers routine communications and maintains, updates and follows up on the Section’s official communication log. • Assists with budget activities for input into budget formulation; monitors budget estimates and reports on funding allocations. Maintains staffing lists and reports as required. • Manages the Section's common email account. • Familiarizes and supports new staff with respect to office procedures and applicable United Nations guidelines. • Performs other duties as required.

• 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • 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. • Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

High school diploma or equivalent.

Not available.

A minimum of five (5) years of experience in logistics support, procurement, administration or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience working in an aviation work environment is desirable. Experience in aviation safety and/or aviation security is desirable. Experience using Microsoft Office Suite such as Word, Excel, PowerPoint, as well as PowerBi is desirable. Experience working with Enterprise Resource Planning (ERP) systems (such as SAP, Oracle) or similar systems is desirable. Experience managing Learning Management Systems and working with course authoring tools (such as Articulate 360, H5P, Adobe Captivate, etc.) is desirable. Experience in sourcing, cleaning and preparing data, selecting and developing visualizations/metrics that enable easy communication/interpretation by the users is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Appointment or assignment against this position is for an initial period of one year. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline 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.