PUBLIC INFORMATION ASSISTANT (Temporary Job Opening) [Temporary]

Org. Setting and Reporting

This temporary position is located in the Visitors' Service, United Nations Information Service, Geneva, Strategic Communications Division of the Department of Global Communications.
The Public Information Assistant reports to the Chief, Visitors' Service.
The Visitors’ Service at the United Nations Office at Geneva (UNOG) manages the guided tour operations at the Palais des Nations. The objective is to promote the ideals and activities of the United Nations to the widest audience possible, and to promote the United Nations Office at Geneva.

Responsibilities

Within delegated authority, the Special Assistant is responsible for the following duties:
- Under the supervision of the Chief of Service, supports the Visitors’ Service’s monthly scheduling of guided tours, in cooperation with other Visitors’ Service staff members, by handling incoming reservations (in the Visitors’ Service online reservations ‘system) and by handling other incoming requests (email, telephone).
- Under the supervision of the Chief of Service, in cooperation with other Visitors’ Service staff members, supports the planning of the monthly work schedule of tour guides according to the tour guides’ availabilities and the monthly schedule of guided tours.
- Prepares and maintains file of special requests from clients as well special events requiring the participation of the Visitors’ Service.
- At the request of the Chief of Service, whenever necessary, assists with the arrival and departure of groups of visitors, including Protocol-related and special groups.
- Assists the Chief of Service with the on-boarding of tour guides by creating new profiles – Minimasters - in Umoja Production Systems.
- Assists the Chief of Service by creating requests in Umoja for Purchase Orders for Individual Contractors’ contracts for the approval of the Chief of Service.
- Assists the Chief of Service with the monthly payment of the tour guides’ salaries by creating and maintains Excel tables of monthly hours worked by the tour guides, keeping abreast of the hours worked every month and hitherto related expenses.
- Assists the Chief of Service with the monthly management of the tour guides’ salaries by creating salary tables and Service Entry Sheets in the Umoja Production Systems and by sending monthly payment requests after the approval of the Chief of Service.
- Under the supervision of the Chief of Service, supports the Visitors’ Service’s budget monitoring by creating and maintaining Excel tables with the Visitor Service’s yearly budget and the monthly expenses as linked to the tour guide’s salaries and other expenses.
- Provides assistance to the logistical management of the Visitors’ Service by creating Purchase Orders in Umoja for the Chief of Service’s approval for equipment and supplies.
- Prepares, maintains and updates files (electronic and paper) of Purchase Orders, salary payments, budgetary updates.
- At the request of the Chief of Service, whenever necessary, assists with accreditation processes by checking and approving clients’ entries in the Indico programme section dedicated to the Visitors’ Service.

Competencies

Professionalism: Knowledge of internal programmes, especially Umoja processes and procedures generally, and in particular those related to the described tasks. Excellent handling of all Microsoft Applications, especially Excel. Understanding of the functions and organization of the Visitors’ Service. Ability to identify and resolve a range of issues/problems and to work well with figures. Demonstrated ability to apply good judgment in the context of assignments given. 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 internally and with the Visitor Service’s clients. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 & Organizing: Understands 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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven years of experience in programme or project administration, front office or similar is required.

Experience in working at fast pace with many different interfaces from various internal departments at the United Nations and external entities is required.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English and French are required. Knowledge of another UN official language is desirable.

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 starting on 1 May 2023 until 31 October 2023. 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.

• 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. 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.

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.