Staff Assistant,
New York
CTED - Counter-Terrorism Committee Executive Directorate
Closing date: Thursday, 21 December 2017
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Responsibilities
Under the supervision of the Executive Director/ASG, CTED, the incumbent will perform the following functions:
-Track and co-ordinate the flow of information between the Executive Director and USGs, ASGs, Permanent Representatives of Member States and senior staff of other Departments including the Chiefs of Branches/Sections.
-Assemble background materials for meetings of the Executive Director. Maintain the calendar of the Executive Director's appointments and meetings on a day-to-day basis; and organizing meetings with members of the Security Council, UN colleagues, academics and representatives of external agencies.
-Draft routine correspondence on behalf of the Executive Director; and ensuring all incoming calls to the Executive Director are appropriately handled. Screen all incoming correspondence by identifying which matters should be brought to the immediate attention of the Executive Director; taking note of deadlines and monitoring compliance with those deadlines.
-Maintain liaison with senior officers in the Executive Directorate by following up on commitments made and coordinating the collection of material and contributions from the various sections. Ensure that materials submitted for the Executive Director's signature comply with administrative and protocol procedures. Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in missions.
-Support the Executive Director in presentations and preparations for meetings with intergovernmental bodies, counterparts and Member States. Tasks include researching issues, preparation of notes, slides, PowerPoint presentations, gathering relevant information and background materials.
-Establish procedures for the flow of communication and documentation throughout CTED. Keep others informed by conveying directives, reports, status updates and other relevant information, bring sensitive and urgent matters to the attention of the Executive Director.
-Undertake representational duties on behalf of the Executive Director, in serving as the first point of contact and liaison with senior officials, both internally and externally. Handle confidential information and documentation.
-Performs a variety of administrative duties (e.g. leave recording, 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, and payments, etc.) for the Executive Director;
-Performs other duties as assigned.
Competencies-Track and co-ordinate the flow of information between the Executive Director and USGs, ASGs, Permanent Representatives of Member States and senior staff of other Departments including the Chiefs of Branches/Sections.
-Assemble background materials for meetings of the Executive Director. Maintain the calendar of the Executive Director's appointments and meetings on a day-to-day basis; and organizing meetings with members of the Security Council, UN colleagues, academics and representatives of external agencies.
-Draft routine correspondence on behalf of the Executive Director; and ensuring all incoming calls to the Executive Director are appropriately handled. Screen all incoming correspondence by identifying which matters should be brought to the immediate attention of the Executive Director; taking note of deadlines and monitoring compliance with those deadlines.
-Maintain liaison with senior officers in the Executive Directorate by following up on commitments made and coordinating the collection of material and contributions from the various sections. Ensure that materials submitted for the Executive Director's signature comply with administrative and protocol procedures. Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in missions.
-Support the Executive Director in presentations and preparations for meetings with intergovernmental bodies, counterparts and Member States. Tasks include researching issues, preparation of notes, slides, PowerPoint presentations, gathering relevant information and background materials.
-Establish procedures for the flow of communication and documentation throughout CTED. Keep others informed by conveying directives, reports, status updates and other relevant information, bring sensitive and urgent matters to the attention of the Executive Director.
-Undertake representational duties on behalf of the Executive Director, in serving as the first point of contact and liaison with senior officials, both internally and externally. Handle confidential information and documentation.
-Performs a variety of administrative duties (e.g. leave recording, 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, and payments, etc.) for the Executive Director;
-Performs other duties as assigned.
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.
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.
EducationCommunication - 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.
High school diploma or equivalent.
Work Experience
Minimum seven years of progressively responsible experience performing secretarial, administrative and research functions is required. Supervisory experience is an advantage. Previous experience in a Front Office 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 another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency based interview.