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STAFF ASSISTANT [Temporary][Cancelled]

New York City

  • Organization: UN - United Nations
  • Location: New York City
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2022-09-28

Org. Setting and Reporting

This position is located in the Office of the Under-Secretary-General for Internal Oversight Services in New York. The Senior Staff Assistant will report to the Chief of the Office of the Under-Secretary-General (OUSG).

The Office of Internal Oversight Services (OIOS) is the internal oversight body of the United Nations and assists the Secretary-General in fulfilling her or his oversight responsibilities in respect of the resources and staff of the Organization through the provision of audit, investigation, and inspection and evaluation services. It comprises of three pillars -- the Internal Audit Division (IAD), the Inspection and Evaluation Division (IED), and the Investigations Division (ID) -- with a staff presence in New York Headquarters, Offices Away from Headquarters, and in Peacekeeping Missions. The OUSG supports the Under-Secretary-General (USG) in the discharge of her or his responsibilities related to the overall direction and management of OIOS.

Responsibilities

Under the guidance of the USG, and in consultation with and under the direct supervision of the Chief of OUSG, the Senior Staff Assistant will be responsible for the following duties:

• Assist in the overall administration of OIOS, by providing, for example, substantive and administrative support in managing the priorities of the USG and the Chief of OUSG and the work flow of OUSG; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and initiatives delivered in a timely manner.
• Compile and analyze basic data from a variety of sources, summarizing and presenting conclusions for review by the Chief of OUSG and the USG.
• Serve as a communications link between OUSG and senior staff; on behalf of the Chief of OUSG, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the Chief of OUSG.
• Take full responsibility for time management and scheduling within OUSG, with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands; assist in requesting and collating briefing notes prior to meetings.
• Undertake representational duties on behalf of OUSG, to include serving as first point of contact and liaison with senior officials internally and externally.
• Screen and prioritize all incoming correspondence; compile relevant background documents and references; identify issues requiring the attention of the USG or the Chief of OUSG and refer others to a relevant officer for appropriate disposition; monitor and follow-up on actions to be taken.
• Research, compile and summarize background materials for use in the preparation of reports, briefs, speeches, etc; review reports from other United Nations entities, as well as newspapers, magazines, periodicals, and other (including electronic) information sources to identify articles of interest for OUSG.
• Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); respond, or draft responses, to a diverse range of correspondence and other communications.
• Support OUSG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• Establish/improve administrative procedures and systems to ensure smooth functioning of OIOS, including filing (paper and electronic) systems.
• Organize official meetings, handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Prepare, process and classify confidential information.
• Handle a wide range of administrative duties/processes for OUSG (e.g. travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Exercise quality control for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
• Use standard word processing package to produce a wide variety of large, complex documents and reports.
• Manage, update and further develop internal databases; update websites; generate a variety of standard and non-standard statistical and other reports from various databases.
• Perform other duties as assigned.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.

Work implies frequent interaction with the following:
Senior officials within the United Nations Secretariat and the United Nations system Permanent Representatives and Mission staff Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc. Staff within OIOS, including senior staff

Results Expected: Demonstrates effective and independent handling of the administrative and office support requirements of OUSG. Establishes effective office procedures and systems. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc. Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions. Effectively supervises mentors and trains support staff within OIOS. Discretely handles highly confidential and sensitive matters. Appropriately applies relevant policies, guidelines, procedures and processes. Effectively functions as a key communications link and liaison with a broad range of internal and external contacts, many of which at senior levels.

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support in the United Nations context (particularly to senior officials), 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

• 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.

• 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.

Education

High school diploma or equivalent is required. Must have passed the United Nations Administrative Support Assessment Test (ASAT), or the Global General Service Test (GGST) at Headquarters, or an equivalent locally administered test at Offices away from Headquarters.

Work Experience

A minimum of seven years of progressively responsible experience in general office support, administration, or a related area is required.

Experience working for senior-level officials in the United Nations System, or a comparable public sector institution, is required.

Experience working with word processing, spreadsheets and presentation software, such as Microsoft Office or equivalent office-related applications, is required.

Experience performing and tracking transactional processes in an Enterprise Resource Planning (ERP) system, such as Umoja or an equivalent system, is desirable.

Experience preparing, processing, classifying, and protecting confidential information is desirable.

1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written 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 temporarily available for a period of six months. 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 assignment 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.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

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.

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 (ASAT) in English at the United Nations Headquarters, the Economic Commission for Africa, the Economic and Social Commission for Western Asia, the United Nations Office at Geneva, the United Nations Office at Vienna, the International Criminal Tribunal for Rwanda, or the International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

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.

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.

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.

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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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