New York City
- Organization: UNDOS - United Nations Department of Operational Support
- Location: New York City
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
- Administrative support
- Communication and Public Information
- Translations and Languages
- Scientist and Researcher
- Closing Date: 2023-06-07
Org. Setting and Reporting
This position is located in the Correspondence Team, Strategic Support Team, Office of the Under-Secretary-General (OUSG), Department of Operational Support (DOS). The Editorial Assistant will report to the Team Leader of the Correspondence Team under the general supervision of the Special Assistant to the USG, DOS.Responsibilities
Within delegated authority, and under the direct supervision of the DOS Correspondence Team Leader, the Editorial Assistant will be responsible for the following duties:
•Assists in screening correspondence submitted for editing for signature of the USG DOS to ensure compliance with submission standards and regulations;
•Contributes to the efficient and timely editing of correspondence by providing full range of editorial support for DOS Correspondence Team by applying relevant policies, regulations and guidelines to ensure a smooth workflow;
•Tasks incoming correspondence to DOS Divisions and tracks subsequent workflow; keeps all concerned informed of changes in processing procedures;
•Registers incoming and outgoing correspondence in the departmental correspondence management system (Unite Correspondence); informs Team Leader of technical problems concerning submission and registration, and assists in resolving them;
•Provides reference assistance to departmental staff, contacting other United Nations offices and Permanent Missions, as necessary;
•Responds to queries from departmental offices and divisions concerning correspondence submitted for processing; refers queries to appropriate parties, as necessary;
•Establishes and maintains effective working relationships with internal and external contacts at all levels;
•Compiles statistics on the processing and workflow of the incoming and outgoing correspondence;
•Assists the Team Leader in preparing departmental guidance materials on correspondence processes;
•Ensures that all members of the Correspondence Team, including temporary staff, have basic computer equipment and software, as well as telephone and e-mail services; takes charge of all arrangements connected with this task;
•Ensures compliance with United Nations archiving standards;
•Provides access to code cables and distributes to concerned offices in accordance with established procedures;
•Provides basic client support to OUSG DOS; performs basic trouble-shooting functions in a timely manner; maintains contact with Office of Information and Communications Technology (OICT) and reports problems to appropriate support services, as necessary;
•Performs general office support functions for DOS Correspondence Team with requisition of office supplies; and
•Carries out other tasks requested by the Team Leader; provides coverage team members and acts as officer-in-charge in the absence of the Team Leader.
Professionalism: Knowledge of UN documentation, the document processing chain and relevant operational and administrative procedures. Knowledge of UN editorial policies and practices; thorough understanding of the Editorial, Terminology and Reference Service and the roles of related services/sections. 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.
Planning & 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.
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.
High school diploma or equivalent is required.
A minimum of five years of experience in public information, communications, documentation processing, office support functions or related area is required.
Experience working with Unite Correspondence or similar correspondence systems, including troubleshooting and provision of user support is desirable.
Experience working with documentation processes within the United Nations Common System, or a comparable international organization, is desirable.
Experience drafting high-level correspondence and communications related to programmes and projects is desirable.
Experience working with electronic dissemination of communications materials, knowledge-sharing platforms or content management systems, i.e. SharePoint, and managing mailing lists is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.Special Notice
•Appointment against this position is for an initial period of one year.
• 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. 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.
• Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 of ST/AI/2010/4 Rev. 1. below and staff rule 4.16 (b) (ii). For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
For information on special post allowance, please refer to ST/AI/1999/17.
For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
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.