Staff Assistant

Posting Title:

Staff Assistant, G5

Job Code Title:

STAFF ASSISTANT

Department/ Office

Department of Economic and Social Affairs

Duty Station

NEW YORK

Posting Period

22 April 2014-22 May 2014

Job Opening number

14-ADM-DESA-34498-R-NEW YORK (R)

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

Special Notice

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

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.

Staff Members are subject to the authority of the Secretary-General and to assignment by the Secretary-General. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Organizational Setting and Reporting

This position is located in the Committee for Development Policy Secretariat (CDP) of the Development Policy and Analysis Division (DPAD), United Nations Department of Economic and Social Affairs. The incumbent reports to the Chief of Unit.

Responsibilities

Under the supervision of the Chief, Committee for Development Policy Secretariat (CDP) in the Development Policy and Analysis Division (DPAD), the Staff Assistant performs the following duties:

Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.

Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.

Attends meetings, prepares minutes, monitors follow-up activities.

Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex document and reports.

Manages, updates and further develops internal databases; updates websites; generates a variety of standard and non-standard statistical and other reports from various databases.

Carries out quality control function for outgoing documents; designs information and dissemination materials related to the work of the unit; proofreads and edits texts for adherence for format, grammar, punctuation and style using a variety of software.

Responds to complex information requests and inquires (e.g. answers requests requiring file search, etc.).

Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

Maintains files (both paper and electronic) and databases for work unit.

Performs other duties as assigned.

Competencies

Professionalism: Knowledge of UN operational and administrative policies, practices and procedures, including record management and filing procedures; ability to research, select, organize and summarize data and information required in reports, studies and briefings. Ability to work under minimal supervision; shows pride in work and in achievements. Ability to propose solutions to challenges encountered; shows persistence when faced with difficult problems or challenges. Tact and discretion in dealing with high-level Members appointed by the Secretary-General; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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 diploma or equivalent.

Work Experience

A minimum of five years of experience in administrative and office management functions is required. Experience in research/information functions, graphics design/typesetting and website maintenance is desirable.

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 another official United Nations language is an advantage.

Assessment Method

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

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.

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