New York City
Org. Setting and Reporting
This position is located in the United Nations Forum on Forests Secretariat (UNFFS), Department of Economic and Social Affairs. The UNFFS provides leadership and is an authoritative source of policy advice and expertise within the United Nations System on sustainable forest management (SFM) of all types of forests, particularly the implementation of the United Nations Strategic Plan for Forests (UNSPF) 2017-2030; the United Nations Forest Instrument (UNFI) and achievement of the Global Forest Goals (GFGs). The UNFFS contributes to the implementation, follow up and review of the 2030 Agenda for Sustainable Development including forest related Sustainable Development Goals (SDGs) and targets. It is responsible for managing the Global Forests Financing Facilitation Network (GFFFN) whose objective is to mobilize, catalyze and facilitate access to financial, technical and scientific resources to implement the UN Forest Instrument and SFM. Furthermore, the UNFFS provides substantive secretariat support to the United Nations Forum on Forests (UNFF), an intergovernmental global platform for policy development, dialogue, cooperation and coordination on issues related to all types of forests. The UNFF has universal membership. The incumbent reports to the Director of the UNFFS. More information on UNFF and the UNFFS can be found at: www.un.org/esa/forests.Responsibilities
Within limits of delegated authority, Staff Assistant is responsible for the following duties:
•Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Director of UNFFS.
•Maintains liaison with the Executive Office and with senior officials in other divisions regarding on-going programmes and other administrative matters; monitors processes and schedules related to the UNFFS' outputs, products, tasks, etc.
•Ensures smooth and efficient information flow within the UNFFS; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
•Researches, compiles and summarizes background materials for use in the preparation of reports, briefs, speeches, etc.
•Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
•Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of UNFF and other bodies.
•Attends meetings, prepares minutes, monitors follow-up activities.
•Responds or drafts responses to a wide range of correspondence and other communications received in the office of the Director; uses standard word processing package to produce a wide variety of large, complex documents and reports.
•Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
•Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
•Assists in the preparation of presentation materials using appropriate technology/software.
•Maintains the Director's calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the UNFFS.
•Performs a variety of administrative duties in the office of the Director (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
•Maintains files (both paper and electronic) and databases for the Director's office and the UNFFS..
•Performs other duties as assigned.
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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning and 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 is required.
A minimum of five years of experience in general office support, administration or a related area is required.
A minimum of 3 years' experience in providing support to intergovernmental processes 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 an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
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 Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
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.
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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