New York City
Org. Setting and Reporting
The position is located within the ‘front office’ of the United Nations Operations and Crisis Centre (UNOCC). The UNOCC is a multi-party entity reporting to the USG for Policy in the Executive Office of the Secretary-General (EOSG), through the Strategic Planning and Monitoring Unit (EOSG/SPMU) and, on peacekeeping matters, with oversight from the USG for Peace Operations, through the Director for Coordination and Shared Services (ODCSS).
The UNOCC also receives strategic oversight from a Client Board of principals from each of the client entities. The UNOCC provides global situational awareness, crisis and risk management, as well as facilitates cross-pillar analysis and decision-making in the UN. The Centre is operationally positioned under the ODCSS between the Department of Political and Peacebuilding Affairs and the Department of Peace Operations.
The Administrative Assistant will report to the Director of the UNOCC, through the Deputy Director.
Within delegated authority, the Administrative Assistant may be responsible for the following duties:
• Assists the Director and Deputy Director, UNOCC with all secretarial support.
• Provides support to the budget focal point with assimilating and compiling the budget submissions.
• Provides administrative support to the Coordination Officer/Head of Research and Liaison Unit.
• Acts as note taker for weekly UNOCC management meetings.
• Acts as UNOCC's focal point for all Umoja travel related queries.
• Maintains and tracks the travel budget in Umoja for all UNOCC.
• Orders and monitors stationery, office supplies and all other procurement in Umoja.
• Prepares and handles correspondence (routing slips, code cables, notes etc.) in UniteDocs.
• Screens and disseminates incoming correspondence.
• Schedule use of UNOCC’s conference rooms.
• Attends to telephone inquiries.
• Maintains and updates the contact list of the Military and Police Advisers Community (MPAC).
• Welcome high-ranking military and civilian personnel to UNOCC.
• Assists the Personal Assistant to the Director with the evaluation process in Inspira.
• Organizes interviews for posts advertised by the UNOCC.
• Maintains electronic and hard copy filing systems.
• Provides general administrative and clerical support to all staff.
• Serves as back-up to the Personal Assistant and the Operations Assistant.
• Undertake special administrative projects and other ad-hoc assignments as required.
• Shows pride in work and in achievements.
• 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 (i.e. meeting numerous urgent deadlines on short notice).
• Exercises discretion in handling sensitive human resources information.
• 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.
• 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.
High school diploma or equivalent.
A minimum of 3 years of experience in administrative or related area is required.
Knowledge and familiarity with travel, procurement and budget modules in any Enterprise Resource Planning (ERP) System, is desirable.
English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. Knowledge of a second official UN language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
This post is funded for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
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.
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.
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.
However, we have found similar vacancies for you: