STAFF ASSISTANT

The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.

This position is located in the New York Office of UN-Habitat which is responsible for a range of functions in three main areas: inter-governmental processes, inter-agency matters and outreach activities. The office represents UN-Habitat at UN Headquarters, and is responsible for coordination and cooperation within the United Nations System and Inter-Agency Affairs, including collaboration with other United Nations bodies, funds and programmes in the implementation of the New Urban Agenda, and other relevant internationally agreed development goals and targets, liaison and cooperation with Permanent Missions of the United Nations in New York, liaison and cooperation with Habitat Agenda partners, including the civil society, the private sector, foundations, academic institutions, research centres and others.

New York Office responsibilities are diverse and multi-faceted, advocacy and outreach, including strengthening partnerships with its Habitat Agenda partners in North America. Therefore, it is important that the incumbent has the experience and knowledge of the work of UN and UN-Habitat as well as how it interfaces with other departments and Permanent Missions to the United Nations. Due to confidentiality of information, tact, courtesy and discretion are essential; must be able to exercise good judgement in prioritizing tasks for the attention of officials concerned and initial responding accurately and efficiently queries and requests in order to enhance the image and standing of UN-Habitat, within and outside the UN and member states. Anything short of the above could hamper the execution of work programmes and could cause embarrassment to the Organization.

• Performs, under minimal supervision, the full range of office management and administration functions, typically provides direct assistance to the Director of UN-Habitat of New York Office and other UN-Habitat offices, as required. Coordinates and maintains schedules of meetings of the New York Office, monitors changes and communicate to appropriate staff in NY Office and other UN Habitat duty stations.
• Ensures smooth and efficient information flow within the office, performs and process confidential information; assists in the development of office administrative systems and procedures. Maintains files (both paper and electronic) and databases for the use of staff in the office.
• Responds or draft 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. Responds to complex information requests and inquiries from within and outside UNHQ-New York office (e.g. Permanent Missions, UN-Habitat Headquarters, UN entities and others) which might require file search. Carries out quality control function for outgoing documents, proofreads and edit exits for adherence for format, grammar, punctuation and style. Researches, compiles and summarizes background materials for use in preparation of reports, briefings, speeches. Disseminates materials, documents and information to appropriate offices/staff.
• Organize in a database and keep updated contact list of partners including, member States, UN agencies, Foundations, NGOs and other partners.
• Organizes official meetings, conferences, receptions, etc.; provides assistance in coordination of service-wide activities, special projects, events, handling all necessary arrangements (e.g. travel arrangements, flight/transportation/hotel reservation, guest/participant list, invitations, and liaises with organizers/sponsors, Protocol and other UNHQ department/offices, vendors, media, etc. regarding seating arrangements, special equipment, conference room booking, printing, interpreters, catering services, news coverage, etc. Performs a variety of administrative duties, including preparing and processing administrative requests and forms such as request for office supplies, equipment, services orders, travel requests, expense claims, Visa applications, UN ground passes, door access and other similar requests).
• Serves as an Information Technology (IT) Focal Point in the office to assist in basic trouble-shooting computer software and computer hardware, etc. and coordinate with OICT Helpdesk to facilitate assistance in any computer-related issues; acts as a Security Liaison Officer (SLO) for Umoja computer related issues and requests. Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and other reports from various databases. Assists in the preparation of presentation materials using appropriate technology/software.
• Serve as social media focal point, fluent with Instagram, Facebook, LinkedIn in Twitter, and coordinate coverage of UN-Habitat events in New York with the interns.
• Orients new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required, may coordinate the work of office support in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes, and monitors follow-up activities. Maintains and updates list of office equipment/inventory database.
• Performs other related administrative duties that may be assigned from time to time.

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

COMMUNICATION:: 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.

TECHNOLOGICAL AWARENESS: 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

Completion of high school diploma or equivalent is required. Supplementary training in computer applications is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

A minimum of five (5) years of progressive work experience in administration is required.
Experience of working with rules and regulations at the United Nations or similar international organizations is desirable.
Work experience with Enterprise Resources Planning (ERP), such as Umoja, and with Microsoft Office Applications is desirable.

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "confident" in two of the four areas.

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

Appointment against this post is for an initial period of one year and may be subject to extension. 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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

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.