Org. Setting and Reporting
The post is located in the Office of the Director-General of UNOG. The incumbent reports to the Chief of Cabinet.Responsibilities
Under the direct supervision of the Special Assistant and Personal Assistant to the Director-General, and the overall supervision of the Chief of Office, the incumbent:
- Assists in the management of all types of information and data within the Office of the Director-General (ODG), such as multilingual correspondence and other communications, some of a confidential nature. This includes reviewing, scanning and registering documents into the ODG Correspondence Log Database or retrieving archived documents in Unite Docs or other databases.
- Maintains parts of the filing system, responding to queries and providing copies on request.
- Acts as focal point in administrative relations with the Division of Conference Management (DCM), including organizing room reservations through gMeets and Indico, preparing submissions for printing in gDoc.
- Assists in the coordination of office-wide activities, special projects and high-level events, including liaising with relevant database managers and organizing mass mailings as necessary.
- Assists in administrative duties, including reservation of travel, mission arrangements and others. Assists in the development of administrative procedures and systems.
- Provides general administrative support and back-up to the Director-General's Personal Assistant, including receiving and connecting phone calls for the Director-General, formatting, editing and drafting routine multilingual correspondence, receiving and distributing correspondence and facsimile, coordinating transport arrangements for the Director-General, amending her daily schedule and preparing her daily provisional agenda for distribution.
- Provides assistance to the Chief of Office in the absence of the Senior Staff Assistant by screening telephone calls, maintaining the calendar of appointments, bringing urgent and/or sensitive information to the attention of the Chief of Office, responding to queries, taking messages, preparing background and other files for meetings, reviewing correspondence for signature and maintaining liaison with other units in the ODG and across UNOG.
- Drafts, edits, proofreads and dispatches multilingual correspondence, memoranda and other communications, including of a confidential nature, ensuring adherence to format, grammar, punctuation and style.
- Assists in the administration of the Director-General's communications activities, maintaining the Director-General's calendar of speaking and writing engagements, liaising with event organizers and other United Nations entities, and conducting research from various sources to assist in the preparation of communications materials and as background to invitations to the Director-General.
- Provides administrative support, as required, to the Secretary-General’s delegation when on official business at UNOG.
- Assists in the distribution of the UNOG Annual Report, including organizing dispatch of copies and maintaining relevant records.
- Performs other duties as assigned.
Professionalism: 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.
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.
Completion of secondary education or its equivalent commercial school.
At least five (5) years of experience in general office support and related areas is required.
Out of these, three (3) years’ experience in the United Nations Common System or other comparable international organization is desirable.
Experience in supporting senior-level officials in the UN Common System or similar international organizations is desirable.
Experience in drafting official correspondence for high-level officials in the UN Common System or similar international organizations is desirable.
Experience in correspondence modules such as United Docs, gDoc or similar is desirable.
Front office experience is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French are required. Knowledge of Russian is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which will 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
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.