Job: Senior Staff Assistant, G6

Department/ Office

United Nations Office at Geneva

Duty Station

GENEVA

Posting Period

22 October 2013-21 November 2013

Job Opening number

13-ADM-UNOG-31374-R-GENEVA (O)

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

Organizational Setting and Reporting

This positions is located in the Office of the Director General in the United Nations Office at Geneva.

Responsibilities

Under the supervision of the Chef de Cabinet, the incumbent:

• Receives, analyses and transmits the in-coming daily correspondence, mail and documentation addressed to the Director-General and to the Chef de Cabinet.

Ensures follow-up on correspondence dispatched within the Office of the Director-General and UNOG. Ensures that requests for input made by the Chef de Cabinet are fulfilled.

• Provides assistance to high-level confidential meetings as needed, including the preparation of sensitive reports; prepares and submits documentation for translation and reproduction and submits documentation forecasts for the Office.
• Drafts and types routine correspondence in English or French, as instructed by the Chef de Cabinet, for signature of the Director-General and of the Chef de Cabinet
• Assists in the preparation and dispatch of mass mailings and other communications deriving from the Director-General's Front Office

Keeps parts of the ODG Contacts Databases updated, as assigned.

• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Screens, answers and re-directs telephone calls and requests for information, including of a sensitive nature; schedules appointments for the Chef de Cabinet and organizes access for visitors.
• Provides secretarial support to visiting dignitaries when necessary and assists in the coordination of schedules; back-stops the Personal Assistant to the Director-General and other support staff, as needed.
• Prepares meetings and programmes of official missions of the Chef de Cabinet.
• Corrects and edits texts, correspondence, reports and documents prepared by other staff members; prepares unofficial translations.

Maintains a filing system and confidential archives on sensitive issues dealt with by the Chef de Cabinet.

• Uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Performs other duties as assigned.

Competencies

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.

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.

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.
• Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

• At least seven years of secretarial experience or related area of which preferably 4 within the United Nations.
• Experience of working in a Front Office environment is strongly 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 English or French is required (both oral and written).
• Knowledge of French or English is required.
• Knowledge of another official language of the UN is an advantage.

Assessment Method

• Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

- 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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

More Info and Application