JOB DESCRIPTION

Org. Setting and Reporting

This position is located in the front office of the Special Representative of the Secretary General. The incumbent will report to the Staff Assistant of the Special Representative of the Secretary General (SRSG).

Responsibilities

Under the direct supervision of the Staff Assistant and overall guidance of the SRSG, the Senior Staff Assistant provides high quality administrative and management support to the SRSG and ensures the effective and smooth flow of work within their office. As Senior Staff Assistant to the SRSG, the incumbent will perform the following duties:

• Organize, prioritize and manage the daily agenda of the SRSG and the tentative agenda of his/her future commitments receives and requests appointments; receives high-ranking visitors and coordinates their visits with the Special Assistants; follows up on replies to invitations, and deadlines for submission of speeches, presentations, credentials, etc.
• Provides guidance to the Visits & Protocol Officer on norms, rules and customs of international diplomatic protocol, including practices developed within the United Nations System, as required.
• Organize all administrative requirements with respect to the SRSG”s official travel by making travel arrangements and coordinating all administrative, logistical and security requirements. Remit relevant travel documentation to the Travel Unit upon SRSG”s return..
• Anticipate SRSG”s requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up-to-date.
• Contribute to the effective functioning of the SRSG”s office to ensure that timely administrative support is provided in general and specialized areas.
• Ensure and maintains an efficient flow of internal and external correspondence; establishes and maintains a filing system for SRSG”s correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.
• Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the SRSG.
• Provide administrative support related to the recruitment of staff for the Office of the SRSG.
• Supervises OSRSG drivers
• Monitor attendance, sick leave and annual leave of staff reporting to the SRSG; Refer and highlight issues which require immediate attention of the SRSG;
• Take notes on a variety of subject-matters and transcribe, ensuring that spelling, punctuation and format are correct, and where necessary, maintaining a high-level of confidentiality;
• Maintain policy, confidential (code cables) and general management files.
• Performs any other duties as may be assigned.

Competencies

• Professionalism: Ability and experience across a broad range of administrative functions which should include budget/work programme, human resources and database management. Knowledge and application of the UN systems and Staff Regulations and Rules. High degree of commitment to ensure the proper use of the Unit”s resources. Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.
• 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.
• 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.

Education

High school diploma or equivalent is required. Additional technical training in secretarial or administration is highly desirable

Job – Specific Qualification

Not available.

Work Experience

A minimum of eight years work experience of which seven years progressively responsible experience in secretarial, administration or related field is required. Performance of administrative and secretarial functions for senior officials involving wide contact with diplomatic personnel and various high offices is required. Proficiency in various MS Office applications (Excel, Word) and other IT applications is required. At least five years of experience working in the front office of senior UN officials is desirable Proficiency and in-depth knowledge of UN system”s operation is desirable. Proficiency in protocol matters is desirable. Computer skills including all packages and database management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.