Job: OFFICE ASSISTANT, G5

Department/ Office

United Nations Conference on Trade and Development

Duty Station

GENEVA

Posting Period

7 November 2013-7 December 2013

Job Opening number

13-ADM-UNCTAD-31671-R-GENEVA (R)

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

Organizational Setting and Reporting

Under the General supervision of the Director of the Division on Investment and Enterprise, and the direct supervision of the Chief, Enterprise Branch, the incumbent will undertake the

following functions:

Responsibilities

• Manages the Chief of Branch's schedule of meetings engagements and appointments, assists in the preparation of briefings for the Director's use at meetings or during visits, receives and screen telephone calls and visitors.
• Keeps record of all official appointments, speakingengagements and travels.
• Prepares and processes confidential information.
• Ensures smooth and efficient flows of information within the Branch.
• On the basis of available information, including Branch's work plans, drafts responses to routine correspondence, proofreads/edits documents in English for accuracy, grammar, punctuation and style, and for adherence to established standard for format.
• Responds to information requests and inquiries, and as necessary, refers inquiries to the appropriate personnel for handling.
• Receives, registers and coordinates appropriate routing of incoming mails and official correspondence, and follow-up based on respective priorities to ensure that the necessary action is taken. Maintain paper as well as electronic files of substantive work of the Branch.
• Participate in the preparation of various materials, including outreach materials such as promotional brochures and flyers, in particular through appropriate technology and software.
• Maintain and update the website of the Branch and provides related support to other support staff.
• Ensures appropriate dissemination of substantive material produced by the Branch, including through proper
• selection and use of professional e-networks and databases.
• On the basis of available information, including Branch's work plans, coordinate administrative submissions such as the forecast for publications, the travel forecast and other reporting documents, including through IMDIS, to coordinating offices.
• Assist in the organization of, the annual ISAR conference, the Investment, Enterprise and Development Commission, the Multi and Single Year Expert Meetings and other meetings organized by the Branch.
• Coordinate inputs for the preparation of the Meeting's documentation;
• facilitate the selection, initiate travel and payment of participants and expert advisers to the Commission, prepare information files, book meeting rooms, arrange for receptions and other hospitality, coordinate lists of participants, assist in the preparation of post-session documentation.
• Provide administrative support to the technical assistance projects administered by the Branch, including in filling in administrative forms for hiring consultants (IMIS), keeping track of all consultants CVs, contracts, and payments. Assist the Branch with reporting requirements on technical assistance activities, including in liaising with as appropriate with the Technical Cooperation Units.
• Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff members of the Branch.
• Replace the Branch Assistants in their absence.
• Perform other related duties as required.

Competencies

Professionalism:

• Knowledge of UN administrative policies and procedures.
• Sound computer skills, excellent knowledge of word-processing software used in the UN Secretariat notably Word, Excel, Lotus Notes, IMIS.
• Shows pride in work and in achievements; conscientious in observing deadlines and achieving results;
• persistent 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.
• Demonstrates openness in sharing information and keeping people informed.

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals.
• 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.

Planning and Organizing:

• 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.

Education

• High School Diploma or its equivalent technical or commercial school.
• Must have passed the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office.

Work Experience

• A minimum of five years of experience in general office support or other area, of which preferably three within the United Nations.

Languages

• Fluency in English and French.
• Knowledge of another UN official language would be an asset.

Assessment Method

Evaluation of qualified candidates may include an assessment exercise. Only successful candidates who have passed the first round assessment will be contacted to undergo the

second round of assessment (Competency-based interviews).

Special Notice

This is a re-advertisement of Job Opening number 13-ADM-UNCTAD-26815-R-GENEVA advertised on 21 February 2013.

Candidates who applied for the previous Job Opening need to re-apply if they are still interested.

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. Appointment against this post is on a local basis and is open only to those who have been successful in the relevant entry level examination identified above.

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.

More Info and Application