Staff Assistant, Job,UN Secretariat, New York

Post:Staff Assistant, New York
UN Secretariat, New York
Job Title:STAFF ASSISTANT, G5
Department/ Office:Department of Economic and Social Affairs
Duty Station:NEW YORK

Posting Period:20 May 2013-19 June 2013Closing Date: Wednesday, 19 June 2013
Job Opening number:13-ADM-DESA-28006-R-NEW YORK (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the e-Government Branch, Division for Public Administration and Development Management, of the United Nations Department of Economic and Social Affairs. The incumbent of the post will report to the Chief of Branch.

Responsibilities
The incumbent will be responsible for the following duties:

Under minimal supervision perform a full range of office management and administrative support functions in e-GB and provide direct assistance to the Chief of Branch; ensure smooth and efficient information flow within the Branch and the Division; prepare and process confidential information; assist in the development of e-GB's administrative systems and procedures in line with Divisional guidelines;

Prepare draft responses to correspondence and other communications addressed to the Chief of Branch; use standard work processing package to produce large documents and reports; assist in the preparation of presentation materials using appropriate software; carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation and style and respond to information requests and inquiries;

Maintain calendar schedules; monitor changes and communicate information to staff inside and outside e-GB; perform a variety of administrative duties such as leave recording, meeting organization, reservations, order office supply and equipment including preparing and processing administrative requests/documents such as travel requests, expense claims, visa applications, etc.;

Research, compile and summarize background materials necessary for the preparation of reports, briefs, speeches, etc.; assists in the research and analysis necessary in the conceptualization and formulation of projects in priority areas of the Branch, including the United Nations Public Administration Country Studies (UNPACS);

Provide assistance in the coordination of service-wide activities meetings, training, workshops, special projects, events, etc.;

Brief new staff on relevant administrative procedures and practices and provide general assistance to branch staff as required;

Attend Branch meetings; prepare minutes and monitor follow-up activities;

Update the Branch Intranet website; generate a variety of standard and non-standard statistical and other reports from various databases;

Maintain paper and electronic files, as well as the database for e-GB;

Liaise with the Executive Office regarding on-going projects and other administrative matters, monitor processes and schedules related to e-GB'S outputs, products and tasks;

Perform other duties as requested.

Competencies

PROFESSIONALISM:

Knowledge and understanding of the functions and organization of the work unit, knowledge of UN operational and administrative, practices and procedures, including record management and filing procedures, ability to research, select, organize and summarize data and information required in reports, studies and briefings; tact and discretion in dealing with confidential matters; ability to accurately and independently prepare the Branch's outputs and reports; and 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.

PLANNING AND ORGANIZING:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary.

TECHNOLOGICAL AWARENESS:
Keeps abreast of available technology; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education
High school diploma or equivalent. Supplemental training in management/executive assistance is desirable.

Work Experience

At least five years of experience in administrative, office management functions or related field is required. Proficiency in office desktop applications; familiarity in using UN applications such as IMIS, ODS and CorLog is desirable; familiarity with online web applications such as content management system, document management, contacts management and other forms of database management 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 Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.
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