Staff Assistant,
New York (G-5)
Department of Field Support
Closing date: Thursday, 31 August 2017
Apply
| Posting Title: | Staff Assistant, G5 |
| Job Code Title: | STAFF ASSISTANT |
| Department/Office: | Department of Field Support |
| Duty Station: | NEW YORK |
| Posting Period: | 02 August 2017 - 31 August 2017 |
Responsibilities
Human Resources related functions
• Researches potential candidate profiles for in various sources, ensuring that all necessary information is obtained to enable candidates’ inclusion in the internal database of candidates for political level appointments in field missions.
• Supports the Section in the routine management and updating of leadership candidates database and assists in preparing preliminary short-lists for eventual consideration by senior management.
• Processes requests for clearance of appointments and extensions of staff at the D-2 level in the field missions ensuring compliance with the requirements for gender and nationality and ensuring that appropriate justification is provided.
• Arranges high level interviews for senior field appointments ensuring senior level participation and that appropriate technical support is provided, including video teleconferencing in foreign locations.
• Ensures completion of the pre-recruitment formalities including setting up administrative briefings with selected candidates to provide information on salaries, related entitlements and other conditions of service.
• Undertakes research on human resources related issues and assists in the preparation of notes/reports, as required.
• Verifies personal and career information of candidates in IMIS such as mobility counts, contractual status and other required information.
• Maintains Human Resources related statistics and prepares periodic reports including providing support to various senior leadership training activities, and maintains Access and Excel databases.
• Performs the functions of the G-6 Senior Human Resources Assistant, in his/her absence.
General
• Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Sets up and maintains reference files/records (electronic and paper).
• Carries out quality control function for outgoing documents;
• Schedules appointments/meetings, secures meeting venues, monitors deadlines, etc.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
• Attends meetings, prepares minutes, monitors follow-up activities.
• Assists in the preparation of necessary documentation for eventual submission to the Executive Office of the Secretary-General.
• Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, travel arrangements for the section, administrative support to the Chief of the Section, etc.).
• On a monthly basis, copies backups of key documents from the shared drive to the backup USB drive, and on a yearly basis archives unused documents that are deemed important enough to be kept onto the USB drive.
• Performs other duties as required.
Competencies• Researches potential candidate profiles for in various sources, ensuring that all necessary information is obtained to enable candidates’ inclusion in the internal database of candidates for political level appointments in field missions.
• Supports the Section in the routine management and updating of leadership candidates database and assists in preparing preliminary short-lists for eventual consideration by senior management.
• Processes requests for clearance of appointments and extensions of staff at the D-2 level in the field missions ensuring compliance with the requirements for gender and nationality and ensuring that appropriate justification is provided.
• Arranges high level interviews for senior field appointments ensuring senior level participation and that appropriate technical support is provided, including video teleconferencing in foreign locations.
• Ensures completion of the pre-recruitment formalities including setting up administrative briefings with selected candidates to provide information on salaries, related entitlements and other conditions of service.
• Undertakes research on human resources related issues and assists in the preparation of notes/reports, as required.
• Verifies personal and career information of candidates in IMIS such as mobility counts, contractual status and other required information.
• Maintains Human Resources related statistics and prepares periodic reports including providing support to various senior leadership training activities, and maintains Access and Excel databases.
• Performs the functions of the G-6 Senior Human Resources Assistant, in his/her absence.
General
• Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Sets up and maintains reference files/records (electronic and paper).
• Carries out quality control function for outgoing documents;
• Schedules appointments/meetings, secures meeting venues, monitors deadlines, etc.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
• Attends meetings, prepares minutes, monitors follow-up activities.
• Assists in the preparation of necessary documentation for eventual submission to the Executive Office of the Secretary-General.
• Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, travel arrangements for the section, administrative support to the Chief of the Section, etc.).
• On a monthly basis, copies backups of key documents from the shared drive to the backup USB drive, and on a yearly basis archives unused documents that are deemed important enough to be kept onto the USB drive.
• Performs other duties as required.
• 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.
• 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• 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.
High school diploma or equivalent.
Work Experience
A minimum of five (5) years of experience in general office support, administration or a related area is required. Experience in human resources management within the United Nations or similar international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post 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 competency-based interview.