STAFF ASSISTANT, G5, Brussels
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Organizational Setting and Reporting
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the
United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyses action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.
The position is located in the UNDRR Regional Office for Europe and Central Asia (ROECA) in Brussels. The incumbent reports to the Chief of the Regional Office.
Under the supervision of the Chief of Office, the incumbent will be responsible for the following duties:
- Provides direct assistance to the Chief of Office, and performs, under minimal supervision, full range of office management and administrative support functions. Assists in the development of office administrative systems and procedures.
-Maintains liaison with the Programme Officers in the Office and in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the branch’s outputs, products, tasks, etc.
- Provides assistance in the coordination of Office-wide activities (meetings, training, etc.), special projects and events.
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Ensures smooth and efficient information flow within the branch; prepares and processes confidential information.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Assists in the preparation of presentation materials using appropriate technology/software.
- Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
- Focal point for the induction of new staff members at the regional level. Ensures new staff members receive the relevant equipment, phone access, intranet access, badge, etc. Assists staff members in the regional office with the issuance of UNLPs, visas, diplomatic IDs and customs clearance;
- Assists hiring managers with the recruitment of consultants in Inspira and raises shopping carts for consultants and individual contractors in UMOJA; Monitors the contracts of consultants in the region and liaises with the Human Resources Unit in Geneva to request extensions and/or separations, as needed.
- Responds or drafts responses to a wide range of correspondence and other communications, in particular with Member States;
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.). Acts as focal points for communication and IT-related issues in the office, liaising with the technical service provider as needed.
- Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
- Supports the organization of meetings by the regional office: requesting index numbers for meeting participants in UMOJA; collecting and recording bank information in BIRD; processing travel requests and expense reports on behalf of meeting participants; contributing to the management of the event/meeting including logistics, visas, protocol, hospitality, etc.
- Performs other duties as assigned by the supervisor.
- Knowledge of the full range of communications approaches, tools, and methodologies essential to planning and executing effective campaign strategies and programmes, e.g. campaign management, media operations, marketing and promotion, audience outreach, message targeting;
- Knowledge of relevant policies and business activities/issues;
- 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.
- 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. Builds consensus for task purpose and direction with team members.
- Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position.
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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.
High school diploma or equivalent.
A minimum of five (5) years of progressively responsible experience in the field in administrative services or other related area is required.
At least two (2) years of experience in international organizations such as the United Nations is desirable.
Experience providing support to conferences and large meetings is desirable.
Experience working with the travel module of SAP such us Umoja and Inspira is desirable.
Experience working with the consultant module of SAP such us Umoja and Inspira is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and knowledge of French is required. Knowledge of Russian is desirable. Knowledge of another UN official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
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. Any extension of appointment beyond the initial one year is subject to satisfactory performance, extension of the mandate and availability of funds.
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.