Org. Setting and Reporting
This position is located in the Uniformed Capabilities Support Division (UCSD), Office of Supply Chain Management (OSCM) within the Department of Operational Support (DOS). The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service. UCSD serves as the single point of entry within the Secretariat for operational and policy matters relating to support and reimbursement to military and police contingents deployed to United Nations field operations. Reimbursement payments to contributing countries are one of the largest costs of United Nations (UN) peacekeeping. The incumbent will report to the Administrative Officer or designated official.
Responsibilities
Within limits of delegated authority, the Team Assistant may be responsible for the following duties: • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. • Monitors, processes, and develops Action Points related to the Unit’s outputs, products, tasks, etc.. • Assists in the creation of shopping carts and receipts for goods, and checks accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Researches, compiles, and organizes information and reference materials from various sources for presentations, reports, work plans, studies, briefings, meetings/conferences, etc. • Generates and updates a variety of standard presentations, reports, work orders, etc., using various databases. • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Support events organization and visitor’s visits; responds to level one and level two clients and stakeholders information requests and inquiries (e.g., answers requests), and as necessary, refers inquiries to appropriate personnel for handling. • Provides secretarial, administrative, and logistics support to meetings, boards, committees, conferences, etc. including note-taking. • Assists in the maintenance of the Sharepoint database and websites by ensuring proper management of information. • Assists in the preparation of presentation materials using appropriate technology/software. • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Performs data entry and extraction functions. • Reviews, records, distributes, and/or processes documents; follows up on impending actions. • Updates and maintains large distribution lists; monitors, prepares, and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. • Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Maintains files (both paper and electronic) and databases for work unit. • Assists in providing software and office equipment support. • Drafts promotional copy for use in different marketing channels, including advertising, direct mail, Internet and email. • Provides administrative assistance for the production of promotional materials (e.g., fliers, catalogues, brochures, presentations) and liaises with vendors. • Assists in the layout and preparation of information materials. • Provides guidance to staff on general office processes and procedures, computer applications, etc., as needed. • 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. • 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.
Education
High school diploma or equivalent.
Job – Specific Qualification
Not available.
Work Experience
A minimum of three years of experience in general office support, or related area is required. The minimum of years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher. Experience in managing the calendar for a senior manager is desirable. Experience drafting official correspondence and reports is desirable. Experience in providing support to different clients, both internal and external to an organization, is desirable. Experience in the use of Microsoft Office Suite, including Word, Excel, PowerPoint, Microsoft Teams, 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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
• Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal; is therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate. • 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. • Applicants who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
No Fee
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.