Team Assistant [Temporary]
Location: New York, New York
Description: United Nations is presently looking of Team Assistant [Temporary] right now, this occupation will be placed in New York. For detail informations about this occupation opportunity please give attention to these descriptions. This position is located within Africa Division 1 (AD1), Office of Operations (OO), Department of Peacekeeping Operations (DPKO). Africa I Division assists in providing substantive, executive and operational direction to the United Nations peacekeeping operations and integrated offices in Sudan, South Sudan and Abyei, as well as contingency planning for a possible UN peacekeeping operation in Somalia and support for the implementation of the UN strategy for Somalia in DPKO areas of expertise. It also provides, jointly with DPA, support and direction to the Office of the Special Envoy for Sudan and South Sudan (OSESSS). The incumbent will serve as a Team Assistant reporting directly to the Team Leader of the Sudan Integrated Operational Team (IOT)
Responsibilities
Within delegated authority the Team Assistant will be responsible for the following main duties:
- Process incoming and outgoing documents, make copies as appropriate, format and proofread for grammar and content; deliver and pick up documents from the Department of Peacekeeping Operations and Department of Field Support (DPKO/DFS) Front Office as well as the Executive Office of the Secretary-General and other departments, as needed;
- Compile and maintain chronological and functional files, work together with other Team Assistants to compile and maintain a comprehensive filing and reference system for the Division;
- Manage calendar of meetings for the IOT Team Leader and/or other officers as needed;
- Organize meetings for the IOT and the Division with other Divisions and teams within the Department of Peacekeeping Operations (DPKO), United Nations (UN) System and other relevant actors; arrange technical support for meetings (including video and teleconferencing; projectors for presentations etc.) as well as room bookings as appropriate;
- Assist with organizing formal and informal gatherings, such as retreats, receptions etc.;
- Monitor publications, articles, and Secretary-General's statements and reports, Security Council's resolutions, statements and other important documents required as reference documents by the Division and IOTs;
- Provide secretarial and administrative assistance to visiting Special Representatives of the Secretary-General (SRSG) for Field Missions, including managing their calendar of meetings, arranging travel, meeting rooms, IT support etc.;
- Make visa arrangements and assist in making travel arrangements for the officers, maintain attendance records, and requisition supplies for the office;
- Assist with IT and other technical assistance issues, arrange for the provision of support and ensure follow-up;
- Undertake late evening duty as well as lunch duty at least once per week (this includes providing administrative support to the Director, ensuring processing of all incoming and outgoing documents, answering phones, placing calls, addressing inquiries, etc.;
- Perform the role of an Enterprise Resource Planning System (UMOJA) focal point for the Division in matters related to mapping of attendance, travel and other related issues;
- Perform other tasks 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. 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 when required, 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 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
High school diploma or equivalent.
Work Experience
Three years of work experience in general office support or related area is required. Experience performing administrative support and records management functions is highly desirable. Previous experience working in a front office is desirable. Knowledge of Enterprise Resource Planning (ERP) systems such as UMOJA is desirable. Fully proficiency in MS Word, Excel and PowerPoint and other relevant software packages 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 a second official UN
language, is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Duration of need: Three (3) months with the possibility of extension.
Estimated start date: Effective 23 February 2018
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.Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
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
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals†hyper-link on the upper right side 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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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This occupation starts available on: Mon, 29 Jan 2018 04:26:13 GMT