STAFF ASSISTANT, G6
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Org. 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 at the United Nations Office for Disaster Risk Reduction (UNDRR), Geneva. The incumbent reports to the Programme Management Officer in the Front Office.
Under the supervision of the Programme Management Officer (Special Assistant to the SRSG), P-3, the incumbent:
•Handles a wide range of administrative duties/processes on behalf of the SRSG (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense reports, etc) and in support to UNDRR front office (equipment purchase, service and supply requisitions, conference room bookings, etc.).
•Takes full responsibility for time management and scheduling on behalf of the SRSG with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
•Assists in the overall administration of the SRSG’s office and UNDRR Front office, i.e. provides substantive and administrative support in managing priorities; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
•Proposes improvements to administrative procedures and systems to ensure smooth functioning of UNDRR front office, including filing (paper and electronic) systems.
•Screens, prioritizes and ensures appropriate filing of all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the SRSG’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
•Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.
•Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
•Supports the Programme management officer (Special Assistant to the SRSG) and the SRSG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
•Upon request from supervisor, compiles and analyzes basic data from a variety of sources, summarizing and presenting conclusions for review by the Programme Management Officer (Special Assistant to the SRSG) and/or the SRSG.
•Serves as a communications link between the SRSG’s office and senior staff; on behalf of the SRSG, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Programme Management Officer (Special Assistant to the SRSG) and the SRSG.
•Prepares, processes and classifies confidential information.
•Serves as first point of contact and liaison with senior officials internally and externally.
•Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
•Exercises quality-control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
•Performs other duties as assigned.
•Knowledge of general office and administrative support including administrative policies, processes and procedures.
•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
•Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view.
•Establishes and maintains productive partnerships with clients by gaining their trust and respect.
•Identifies clients' needs and matches them to appropriate solutions.
•Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems.
•Keeps clients informed of progress or setbacks in projects.
•Meets timeline for delivery of products or services to client.
•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 seven (7) years of progressively responsible experience in the field of administrative services or other related area is required.
Experience as assistant to a high-level official in the Front Office of international organizations such as the United Nations is desirable
Experience working with an ERP system such as Umoja in an international organization is desirable.
Experience working with conferencing and online meeting tools such as Microsoft Teams, Zoom, etc. is desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of French is required.
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.
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 (ASAT) in English or French 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 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.