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Administrative Assistant [Temporary]

New York City

  • Organization: UNDOS - United Nations Department of Operational Support
  • Location: New York City
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2022-06-27

Org. Setting and Reporting

This position is located in the Office of the Director (OD) within the Uniformed Capabilities Support Division (UCSD) of the Office of Supply Chain Management(OSCM) in the Department of Operational Support (DOS).

DOS is mandated to provide strategic support for the administrative, logistics and technology requirements of all United Nations field missions, including peacekeeping operations and political offices. DOS 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 Office of Supply Chain Management includes the Office of the Assistant Secretary General for Supply Chain Management, Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Umoja Coordination Service, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service.

UCSD will serve as the single point of entry within the Secretariat for operational and policy matters relating to support and reimbursement to military and police contingents deployed to United Nations field operations. Reimbursement payments to contributing countries are one of the largest costs of United Nations peacekeeping.

The incumbent reports to the Administrative Officer.

Responsibilities

Within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:

• Coordinates and performs administrative support functions for the Director, including liaising with administrative services, DOS Executive Office, and other relevant offices to ensure that the Director receives all necessary administrative, technical, and logistical support.

•Organize and Manage the Director's calendar of activities, make arrangements for meetings and other appointments. Screen phone calls; respond to requests for information over the phone. Receive visitors and establish communications with senior diplomatic and other member states representatives; high-level officials from Field Missions, UN Common system, and other national and international organizations in connection with official business.

•Assist the Director in the management and the flow of correspondence, particularly the distinction between communications that require the Director's attention and those that are distributed to the Sections for action.

•Serve as a Focal Point for Unite correspondence and other routine correspondence for the Front Office.

•Maintain excellent up-to-date file records (both printed and electronic) and databases for the Director.

•Draft routine correspondence; type and format correspondence, reports and other documents, some of which may contain confidential information, use standard word processing package to produce a wide variety of correspondence, documents and reports.

•Assist in the preparation of presentation and training materials using appropriate technology and software. Organize documents for meetings of the ACABQ Questions and Fifth Committee by ensuring that relevant GA, SG, ACABQ documents are in the subject files.

•Arranges official travel of the Director and all associated paperwork; plans itineraries as required.

•Prepare requisitions for office equipment and stationeries and perform on-line requests for IT equipment, video- and telephone conferencing, and other services.

•Perform other related duties as assigned.

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. 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 and remains calm in stressful situations. Committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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 and meets timeline for delivery of products or services to client.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies and identifies priority activities and assignments. Adjusts priorities as required and 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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, auditing, human resources, or related area is required.

Experience with correspondence templates, correspondence distribution, records management, or filing practices is desirable.

Experience working in the office of a senior official is desirable.

Experience in an ERP system such as SAP, Umoja or similar applications is desirable.

Languages

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

Assessment

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

Special Notice

• This position is temporarily available until 31 December 2022. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• 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.

• 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. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Assessment Support Test (ASAT) in English at United Nations Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in lieu of the GGST, pending confirmation of validity.

• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 of ST/AI/2010/4 Rev. 1. below and staff rule 4.16 (b) (ii). For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on
Temporary Appointments.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• 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.

United Nations Considerations

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.

No Fee

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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