This position is located in located in the Scheduling and Travel Unit of the Executive Office of the Secretary-General (EOSG) in New York. The incumbent reports directly to the Chief of Unit.
EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff.
All EOSG units will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.
The incumbent is responsible for the following duties:
- Support the Chief of Scheduling and Travel in the coordination and planning of all the Secretary-General’s travel and missions outside of New York duty station.
- Work with various parts of the system in obtaining advice on the Secretary-General’s travel-missions in line with his priorities and Organizational objectives-missions.
- Develop forward travel plan of the Secretary-General, keep it up to date and analyze trends and regional situations which may impact the travel schedule.
- Support the Chief in the travel arrangements for the Secretary-General and his delegation. Develops the elements and annotated programs for the missions, establishes the requirements prior to the visit and ensures all logistical-programmatic elements are in place prior to departure and on the ground.
- Request talking points, briefing materials as well as other materials for the Secretary-General’s participation in meetings and engagements during his travel-official missions.
- Ensure the clearance of the Secretary-General’s talking points and background and other briefing material for the Secretary-General’s participation in meetings and travel are finalized and delivered to the Chief of the Office/Front Office in a timely fashion.
- Seek advice on possible representation of the Secretary-General, in consultation with the concerned EOSG directors and relevant UN departments and offices.
- Support other Officers in the Unit with the request of talking points, briefing materials as well as other materials for the Secretary-General’s participation in daily meetings and events, following up on requests, redacting submitted materials and submitting them for approval to the Chief of Scheduling and travel unit.
- Support the Office of the Secretary-General in the liaison and coordination with permanent missions on relevant issues as assigned.
- Focal point in relation to correspondence of the Secretary-General by identifying and employing the most efficient and reliable modes of communication.
- Draft routine replies to incoming correspondence addressed to the Secretary-General for approval and signature (acceptance, declines, etc.).
- Support the Chief of Scheduling and Travel in drafting notes of the Chef de Cabinet related to the representation of the Secretary-General at events/trips or other engagements assigned by the Secretary-General.
- Redact, for approval and signature, correspondence of the Secretary-General in reply to invitations, in compliance with the UN Correspondence Manual, Editorial Manual and UN Protocol.
- Draft note verbale and other communications to Permanent Missions regarding travels and bilateral meetings with the Secretary-General
- Work coordinately with the Speechwriting Unit when written/video messages or speeches of the Secretary-General are requested.
- Research, analyze and present information gathered from diverse sources, as assigned.
- Support the Chief of Scheduling and Travel in the daily operation of the unit and follow up with relevant units and departments;
- Coordinate virtual engagements of the Secretary-General with focus on external partners;
- Propose solutions on administrative matters in accordance with staff rules and regulations as well as policy on travel; and provide data where required for SG aviation and travel reports
- Perform other duties as required.
- 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 audience; demonstrates openness in sharing information and keeping people informed.
- 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.
- Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- Client Orientation: 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.
Advanced university degree (Master’s degree or equivalent degree) in political science, international relations, public administration, communications, journalism, media studies or related field is required. A first-level university degree in the above specializations or related fields, in combination with two additional years of qualifying experience, may be accepted in lieu of the advanced university degree.
A minimum of seven years of progressively responsible experience in project/programme management, administration or related area is required.
Experience dealing with travel and scheduling issues for senior officials is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment or assignment against this position is for an initial period of one year.
The appointment or assignment and renewal thereofare subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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.
Secretariat staff members selected for a position in the Executive Office of the Secretary-General (EOSG) will retain their current contractual status and they will not retain their right of return to their current post. Those with current appointments limited to a specific Department, Office or Mission will be given similar appointments limited to service in the EOSG. Likewise, external candidates who are selected will be given appointments limited to service in the EOSG. Staff members are reminded of the provisions contained in ST/SGB/2016/8 (“Placement of staff members serving in the Executive Office of the Secretary-General”), and if covered within the scope of that bulletin, may be placed laterally to any vacant position in any organizational unit or duty station.
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.
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