Project Assistant (G-4)
|Division:||International Monitoring System Division|
|Section:||Monitoring Facilities Support Section|
|Type of Appointment:||Fixed Term Appointment|
|Date of Issuance:||27 August 2021|
|Deadline for Applications:|| |
|Reporting Date:||As soon as possible|
Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.
Qualified female applicants and persons with disabilities are encouraged to apply.
A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.
The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.
This position is located in the International Monitoring Systems (IMS) Division that applies engineering and science to develop, instantiate, and to operate measurement stations around the world as well as to receive, process and disseminate the data collected by these stations as well as related analysis products.
Under the supervision of the Chief, Monitoring Facilities Support Section, to:
Duties and Responsibilties
- Keep track of all projects, requisitions and purchase orders raised within the Section and monitor their movement, drawing attention to delays or problems and preparing related statistical information; Maintain contact with the divisional administrative officer for the monitoring of allotment accounts and codes, budget expenditures and recapitalization funds;
- Provide administrative support to the Section by drafting official correspondence and documents; keeping track of the Section Staff Performance Appraisal Reports (PARs); staff attendance; submitting staff requests for mobile phones, office space, and meeting rooms;
- Prepare and submit Shopping Carts in support of the Section´s activities;
- Coordinate and consolidate the training and travel plan for the Section;
- Keep track of all Policy Making Organization (PMO) (Working Group B, Working Group A, Advisory Group, Preparatory Commission) meetings and all Provisional Technical Secretariat contribution requirements (Annual Report, Annual Programme and Budget, Office of the Executive Secretary technical notes, etc.) for the Section (presentations, papers or other contributions), format initial drafts for further section and unit head input, circulate and consolidate provided input, ensuring timely submission;
- Arrange meetings to support IMS Sustainment and activities in the Section, draft the agenda and send out background material; take minutes at meetings and prepare a first draft for review; send out the approved minutes, remind participants of follow-up action required and deadlines and keep the supervisor informed of any delays;
- Follow up on the Section’s Performance Indicators – compiling and reporting as necessary to technical colleagues and management;
- Maintain and coordinate the Section’s electronic document management system, files and all other relevant background materials;
- Perform other duties as assigned.
- Completed secondary education and appropriate office training;
Work Experience and Qualifications
- At least three (3) years relevant working experience, in particular in the field of administrative services, general office support or related area, preferably part of which should have been in an international environment;
- Experience with project management is essential;
- Good knowledge of Microsoft Office is essential; Knowledge of HTML editing is desirable;
- Ability to input information and execute simple queries from databases;
- High degree of accuracy and ability to pay attention to detail, and to follow written procedure;
- Ability to draft official documents and technical meeting notes in a clear and succinct manner is particularly desirable;
- Excellent written and oral communication skills in English are essential.
- Working knowledge of other official CTBTO languages is desirable.
- Professionalism - 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.
- 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 the audience; demonstrates openness in sharing information and keeping people informed.
- Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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
- Teamwork - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
- 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 relationships 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 and setbacks in projects; meets timeline for delivery of products or services to clients.
- Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
- Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.
CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.
- All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
- Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered.
- The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
- Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
- The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
- Candidates under serious consideration for selection will be subject to a reference-checking process or be requested to provide performance assessments.