Administrative Assistant (G-4) 294 views

VA ID: 610

Grade Level: G-4

Division: International Data Centre Division

Section: Software Applications Section

Unit: Type of Appointment: Fixed Term Appointment

Deadline for Applications: 10/12/2019

Reference No.: 74/98 (20250260)

Reporting Date: As soon as possible

Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.

Qualified female applicants and persons with disabilities are encouraged to apply.

A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.

Organizational Background The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

This position is located in Software Applications Secion, International Data Centre Division.

Reporting Lines

To provide administrative assistance to the Section by: :

Duties and Responsibilties

• Taking and transcribing texts in English, typing reports, correspondence and papers in English checking the correctness of grammar and spelling, drafting routine correspondence, preparing statistics and other information using spreadsheets;
• Collecting, reviewing and sorting incoming mail, passing mail to other offices for action, providing background information for those items requiring the supervisors attention and pointing out urgent and important matters;
• Making tentative appointments for the supervisor, as requested collecting background information and files in relation to appointments;
• Maintaining and updating files, reorganizing and establishing new files as necessary;
• Performing other duties as assigned.

Education and Qualifications

• Completed secondary education and office training or equivalent.

Work Experience

• At least three years working experience as an administrative assistant preferably including some time with an international organization;
• A good knowledge of MS Office and other computer applications, preferably with knowledge of the standard computer hardware and software applications in use in the Organization.

Languages

• Excellent written and oral communication skills in English are essential;
• Knowledge of other languages is desirable.

Competencies

• Professionalism – 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.

• Tags

  administrative assistant

  computer applications

  on site inspection

  oral communication

  typing

• 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 the 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 printouts as requested; 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 organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; 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.
• Accountability – Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks ‘outside the box’; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
• Client orientation – Considers all those to whom services are provided to be ‘clients’ and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect.; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients.
• Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
• Technological Awareness – Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

Remuneration: CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the UN Joint Staff Pension Fund and Health Insurance Scheme.

Additional Information:

• All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
• The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
• Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
• The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
• Candidates under serious consideration for selection will be subject to a reference-checking process or be requested to provide performance assessments.