Job Opening
Job Opening ID: 222156
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 Political and Peacebuilding Affairs-Department of Peace Operations-Shared Structure
Date Posted : Dec 8, 2023
Deadline : Jan 6, 2024

Org. Setting and Reporting
This position is located in the regional political-operational structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO), in the Northern Africa Division. The Northern Africa Division is tasked with monitoring and reporting on major developments in the countries under its purview, and recommending actions for addressing the related challenges, risks, and threats. The Staff Assistant will work under the overall guidance of the Director and Deputy Director of the Division and direct supervision of a Senior Political Affairs Officer/Team Leader. The Staff Assistant will work in the team that covers Egypt, Libya and Tunisia, including backstopping support to the United Nations Support Mission in Libya (UNSMIL).
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 (e.g. leave plan coordination, 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.);
• Provides administrative assistance to the Team;
• Monitors processes and schedules related to the Team’s outputs, products, tasks, etc.;
• Ensures a smooth and efficient information flow within and outside the Division; including supporting communication with UNSMIL; prepares, processes and submits unclassified and confidential information; assists in the development of office administrative systems and procedures;
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.;
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, including acting as back-up to other assistants in the Division as required.
• Attends meetings, prepares minutes, and monitors follow-up activities, including related to the Team’s and Division leadership’s meetings with Resident Coordinators (RCs), RC Offices, and UNSMIL.
• Responds or drafts responses to a wide range of correspondence and other communications.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• Provides specialized support to the Team (e.g. technology support, editing, desktop publishing, etc.).
• Monitors changes and communicates relevant information to appropriate staff inside and outside the Division, including relating to the countries and field missions under the purview of the Team.
• Maintains files (both paper and electronic) and databases for the Team.
• Performs other duties as assigned.
Competencies
• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations, including those relevant to DPPA-DPO in work situations and UN systems, databases and ERP applications or similar (UMOJA, Unite Docs, etc.). Demonstrates interest in the work of the United Nations and personal commitment to the ideals of the Charter; demonstrates ability to successfully interact with individuals of different cultural backgrounds and beliefs, including a willingness to try and understand and be tolerant of different opinions and views. 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.

• 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.

• PLANNING AND 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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of five years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

Experience working in or with the UN common system or similar international organization is desirable.

Experience working with common UN enterprise resource planning (ERP) systems (such as UMOJA, Unite Docs, etc.), or similar database or ERP applications is desirable.

Experience working with Special Political Missions, Peacekeeping Mission or another relevant field operation is desirable.

Experience in a front office environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French or Arabic is desirable. Knowledge of another official United Nations language is an advantage.