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Senior Public Information Assistant

New York City

  • Organization: UNDOS - United Nations Department of Operational Support
  • Location: New York City
  • Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Communication and Public Information
  • Closing Date: 2022-12-01

Org. Setting and Reporting

This position is located in the Department of Operational Support (DOS), Division of Administration (DOA), Facilities and Commercial Services Division (FCAS), Administration Section (AS), Information and Facilities Support Unit (IFSU).

The incumbent reports to the Information Management Officer.

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

Responsibilities

Under the overall guidance of the Chief of the Administrative Section (AS) and under the direct supervision of the Information Management Officer, the incumbent is responsible for the following duties:

• Manages the day-to-day operations of the Information and Facilities Support Unit (IFSU), including the assignment of staff to all posts and support functions to ensure continuous coverage during regular working hours.

• Manages the performance of the unit, serves as first reporting officer for IFSU staff, provides ongoing performance feedback, identifies development needs, and encourages participation in development and learning activities.

• Serves as a first-line focal point and/or liaison to facilitate the flow of information and messages on all aspects of UN meetings, conferences and special events to UN staff members, delegates, various missions and public.

• Ensures that all staff members in the unit are fully informed of UN functions and activities, including daily events that may affect their work.

• Instructs and trains staff in techniques of information dissemination and reception with due respect to objectivity and lack of contention. Ensures that due protocol procedures are observed by IFSU staff when working with delegates and staff.

• Monitors the quality of information provided during responses to calls, ensures staff members and general public queries are handled in a courteous and professional manner.

• Conducts research into and selection of material from UN documents, press releases, newsletters and newspapers to be processed for the unit's files on UN functions, activities and organizational changes.

• Annually monitors, reviews and edits all documents under “additional resources” in iSeek

• Monitors iNeed, the enterprise service management system, to ensure service requests and related work orders are assigned and resolved in compliance with service level targets.

• Provides weekly and monthly statistical iNeed and call performance reports to management.

• Collaborates substantively with all departments through their executive offices and the designated focal points on the on-going update and maintenance of the UNHQ directory; audits the accuracy and completeness of changes received from the executive offices, focal points and UN staff, and reviews/edits monthly HQD ( UN directory) before its publication in PDF format in iSeek, the UN Intranet.

• Manages and coordinates conference room bookings from VIPs, UN staff, and other clients and ensures that they are all aware of the rules that pertain to reservations, configuration, catering, movement of furniture, etc.

• Develops and maintains relationships with executive/administrative officers of all departments, staff of meeting services, officers in protocol service, assistant chief and lieutenants of UN safety and security services, staff of OICT telecommunication services, EOSG, security council, executive and administrative officers of agencies, funds, and programmes in New York.

• Participates in the recruitment and selection process for the unit, including the interview panel and evaluation process; provides recommendations for new staff members.

Competencies

Professionalism: Knowledge of the UN organizational structure and UN protocol. Demonstrates professional competence and in-depth knowledge of the functioning and running of public information, communication and reception services, and help desk management.

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.

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.

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.

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.

Managing performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of 10 years of experience in the field of public information, public communication, client servicing or related area is required.

Experience in supervising staff is desirable.

Experience in iNeed or similar service management platform is desirable.

Experience with help desk operations and management is desirable.

Experience with keeping current on UN events and news and sharing that information with team and clients is desirable.

Experience with UN protocol, Meeting Services, Safety and Security and public information is desirable.

Languages

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

Assessment

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

Special Notice

The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits 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 may be accepted in lieu of the GGST.

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 selected candidate must meet inoculation (vaccination) requirements against SARSCoV- 2 (Covid).***

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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