Job: Staff Assistant, G5

Department/ Office: Department of Economic and Social Affairs

Duty Station: NEW YORK

Posting Period: 12 September 2013-12 October 2013

Job Opening number: 13-ADM-DESA-30637-R-NEW YORK (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Strategic Planning Unit of the Office of the Under-Secretary-General of the Department of Economic and Social Affairs. The incumbent reports to the Chief of the Strategic Planning Unit.

Responsibilities

Under the overall supervision of the Chief of the Strategic Planning Unit, the incument will be responsible for the following tasks:

• Provides secretarial and administrative support to the Strategic Planning Unit of DESA.
• Performs administrative functions in the Field of General Administration:
• Maintains an electronic log of all incoming and outgoing correspondence;
• Maintains extensive filing system and reference unit, thereby efficiently providing a transparent and accessible record of all communications and documentation;
• Designs sub-filing systems, as necessary, archiving and/or disposing of documentation no longer relevant to the work of SPU;
• Maintains liaisons with senior officials both within and outside the Department;
• Screens incoming calls and correspondence, responding to questions regarding SPU;
• Responds to general inquiries about the SPU, provides a communication link between the Office of the USG, the SPU and other UN staff
• Supports work related to the Executive Committee on Economic and Social Affairs (ECESA), including correspondences, organization of meetings and maintaining databases;
• Provides support to the work related to the Secretary-General's Policy Committee;
• Prepare processes and follow-up on administrative arrangements and forms related to the official travel of staff.
• Performs administrative functions in the Field of Budget and Finance:
• Compiles background material in preparation of the SPU work plan;
• Undertakes statistical work, designs and maintains up-to-date spreadsheets and database files, suggesting better ways to present required information;
• Maintain files of rules, regulations, administrative instructions and other related documentation.
• Performs administrative functions in the Field of Human Resources Management:
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit's human resource activities, e.g. recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, etc., ensuring consistency in the application of regulations and procedures;
• Reviews entitlements-related claims and reports;
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Provides support to the OUSG, as required.
• Undertakes special assignments and performs other duties at the request of the office as required.

Competencies

Professionalism:

• Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.
• Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
• Requires knowledge of the organizational structures and responsibilities of the Department, and relationships within it;
• thorough familiarity with the structure and workings of the United Nations system;
• the United Nations Secretariat, UN regional commissions, United Nations funds and programmes, specialized agencies and coordination bodies, as well as knowledge of the inter-governmental machinery and its relationships with the Secretariat.
• 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.

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 decisions, even when such decisions may not entirely reflect own position.
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of five years of experience in administrative general office support or related area.
• Experience in administrative services, human resources and/or finance is desirable.
• Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.

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 French is desirable.
• Knowledge of other UN official language is an advantage.

Assessment Method

• Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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.

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.

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.

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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