New York, USA
DPO in New York, USA
Posting Title: TEAM ASSISTANT, G4
Job Code Title: TEAM ASSISTANT
Department/Office: Department of Peace Operations
Duty Station: NEW YORK
Posting Period: 23 September 2020 – 22 October 2020
Job Opening Number: 20-Administration-DPO-141423-R-New York (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
This position is located in the Integrated Assessment and Planning Unit in the Office of the Under Secretary-General (O/USG), Department of Peace Operations. The incumbent will report to the Chief of Office and the Political Affairs Officer.
The Department of Peace Operations (DPO) serves as a center of excellence for peace operations, responsible for preventing, responding to and managing conflict and sustaining peace in countries where peace operations under its purview are deployed, and provides support to other entities on peace and security issues.
Responsibilities
Within delegated authority, the Team Assistant will be responsible for the following:
- Perform a wide range of office management and administrative support functions, including filing; photocopying; maintaining calendar/schedules; processing incoming correspondence and forward for action to the appropriate officers;
- Prepare and/or process administrative requests/documents, such as travel requests and travel claims, visa applications, purchase orders, etc.;
- Track and monitor expenditures and assist in financial reporting on extra budgetary grants assigned to the IAP Unit;
- Provide secretarial and logistics support to meetings, including arranging meeting rooms, confirming attendance, etc.;
- Draft, proofread and edit various documents, including correspondence, notes, presentations, spreadsheets and other communications;
- Assist in the preparation and layout of written materials on integrated mission planning and other policy and guidance documents, including by making use of relevant software to develop common business diagrams such as flowcharts, etc.;
- Assist in the development and maintenance of electronic repositories, databases and online networks for storing and sharing of planning, guidance and training documents, as well as of relevant webpages including the day-to-day management of the IAP Sharepoint;
- Support training activities for DPO staff including by pre-screening training opportunities, liaising with participants and course organizers, making logistical arrangements and maintaining records of training activities;
- Research, compile and organize information and reference materials on planning and guidance issues from various sources for reports, studies, briefings, meetings, etc.;
- Provide assistance with special projects and events for officers of O/USG, as required;
- Keeps abreast of the responsibilities of colleagues and assumes additional responsibilities in the event of their absence;
- Take on other tasks as requested.
Competencies
PROFESSIONALISM
- Very good administrative skills.
- Knowledge of UN systems, policies and standard practices as well as administrative policies, processes and procedures.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results, with the necessary attention to detail.
- Shows persistence when faced with challenges.
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.
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.
Education
High school dipoma or equivalent.
Work Experience
A minimum of three years experience in general office support, or related area is required.
Proficiency in using advanced functions on standard computer applications, e.g. word processing, spreadsheets, PowerPoint, SharePoint, Internet search engines is required.
Knowledge of database management, including for correspondence and experience with webpage development and graphic design is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
- This position is subject to local recruitment pursuant to staff rule
- 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 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, sexual abuse, or sexual harassment, 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. The term ‘sexual harassment’ means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation
- 2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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