Job Opening
Job Opening ID: 223827
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-5
Duty Station : NEW YORK
Department/Office : Department of Operational Support
Date Posted : Jan 5, 2024
Deadline : Feb 3, 2024

Org. Setting and Reporting
This position is located in the Travel Unit of the Travel and Transportation Section, FCAS/DOA/DOS, United Nations Secretariat. The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel and shipment management, UN travel documents such as UNLP and UN Certificates, visas and host country services, local transportation, materials management and UN Headquarters garage operations. The incumbents reports directly to the Chief of the Travel Unit.

The Department of Operational Support (DOS) provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe.

The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel, shipments management, UN travel documents (e-UNLP & UN Certificates), visas and host country services, local transportation, materials management and UNHQ garage operations.
Responsibilities
Within limits of delegated authority , the Staff Assistant will be responsible for the following duties:

• Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to a senior officer or manager responsible for the Travel Unit of the Travel and Transportation Section.

• Maintains liaison with the Executive Office/Administrative Offices, Funds, Programmes, Agencies and Offices Away from Headquarters regarding the e-United Nations Laissez-Passer (e-UNLP) Programme; set-up cost allocation cycle and create sales orders for cost recovery; official travel requirements such as visas, travel and shipments requests.

• Ensures smooth and efficient work flow within the unit; prepares and processes confidential information; reviews and disseminates incoming correspondence to the Unit’s supervisors; follows-up on responses to meet deadlines.

• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, i-Seek articles related to the United Nations travel documents and visa requirements, travel and shipments requirements and broadcast messages.

• Provides assistance in the coordination of service-wide activities outreach programme to departments at Headquarters, global travel experts community on using communication and collaboration platforms. Updates the Travel and Transportation Section website and other knowledge management platforms such as the Knowledge Gateway; posts travel updates and tracks forum activity in the Unite Connections Yammer, updates the blog, monitors the policy forum and co-ordinates the monthly WebEx meetings.

• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

• Attends meetings, prepares minutes, monitors follow-up activities.

• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.

• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases and Umoja Business Intelligence platform.

• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.

• Responds to complex information requests and inquiries (e.g. Note Verbales, weekly duty roster, information circulars on official travel, quarterly survey on clients’ satisfaction, weekly travelers’ reports, assists in drafting audit responses).

• Assists in the preparation of presentation materials using appropriate technology/software.

• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.

• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment shopping carts including low value acquisitions, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

• Reviews invoices for goods/services provided to the Unit for accuracy; Creates Goods Receipt/Service Entry Sheets in Umoja prior to submission to the Accounts Division for processing; Follows-up with Accounts Division to obtain vendors’ banking details and subsequent payment confirmation; Follows-up with the Procurement Division for the Unit’s procurement requirements; Maintains files (both paper and electronic) and databases for work unit.

• Performs other duties as assigned.
Competencies
• PROFESSIONALISM: 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.

• 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.

• 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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of five (5) years of experience in general office support or related area including drafting correspondence, finance, and procurement is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

Experience in the use of a computer office software package such as Microsoft Office (i.e. Word, Excel, Access, and PowerPoint) is required.

Experience working with an Enterprise Resource Planning (ERP) system is desirable.

Experience working in the United Nations common system or similar international organization is desirable.
Languages
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.