STAFF ASSISTANT
United Nations Economic Commission for Europe (UNECE)
Economic Commission for Europe
Closed on 3 Oct 2020
Location: Geneva (Switzerland)
Grade: G-5, General Support
Occupations: General Support
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Added 1 month ago
Job Description

Org. Setting and Reporting

This position is located in the Sustainable Energy Section within the Sustainable Energy Division of the United Nations Economic Commission for Europe (UNECE), Geneva. Under the general supervision of the Director, Sustainable Energy Division, the incumbent reports to the Chief of Section and assists the work of the Chief of Section and the programme officers supporting the work of the Committee on Sustainable Energy and its subsidiary bodies.

Responsibilities

The Staff Assistant is responsible for the following duties:

• Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Section Chief and the programme officers supporting the work of the Committee on Sustainable Energy and its subsidiary bodies.
• Maintains liaison with the Office of the Executive Secretary of UNECE, the Executive Office and with senior officials in other Divisions of UNECE regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Section’s outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the Section; prepares and processes confidential information; assists in the development and implementation of office administrative and knowledge management systems and procedures.
• 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.), projects and events.
• Provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of the Committee on Sustainable Energy, its subsidiary bodies and other bodies.
• 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 documents and reports.
• Manages, updates and further develops internal databases; updates website of the Division; generates a variety of standard and non-standard statistical and other reports from various databases.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style according to UN templates and the UN Editorial Manual.
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to the Section (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the Section.
• Performs a variety of administrative duties (e.g. meeting organization, reservations, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Maintains files (electronic where possible) and databases for the Section.
• 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. 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.

• 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 & 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.

Work Experience

A minimum of five (5) years of experience in general office support or related area is required.
Out of these, at least two (2) years of experience in the United Nations system with experience in the application of UN Regulations and Rules is desirable.
Experience in preparing, formatting and submitting publications and documents according to UN standards is desirable.
Experience in maintenance and creation of new web pages using Typo 3 and/or Drupal is desirable.
Experience in using Enterprise Resource Planning (ERP), such as Umoja, is desirable.
Experience in providing programme support to a United Nations intergovernmental body or team of specialists 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 French is desirable. Knowledge of Russian is desirable.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 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 (ASAT) in French or English at the United Nations headquarters, United Nations Office at Geneva, United Nations Office at Vienna, Economic Commission for Africa, Economic and Social Commission for Western Asia, 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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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 1.2 (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.

About UNECE

The United Nations Economic Commission for Europe (UNECE) was set up in 1947 by ECOSOC. It is one of five regional commissions of the United Nations.

UNECE's major aim is to promote pan-European economic integration. UNECE includes 56 member States in Europe, North America and Asia. However, all interested United Nations member States may participate in the work of UNECE. Over 70 international professional organizations and other non-governmental organizations take part in UNECE activities.

As a multilateral platform, UNECEĀ  facilitates greater economic integration and cooperation among its member countries and promotes sustainable development and economic prosperity through:

  • policy dialogue,
  • negotiation of international legal instruments,
  • development of regulations and norms,
  • exchange and application of best practices as well as economic and technical expertise,
  • technical cooperation for countries with economies in transition.

UNECE contributes to enhancing the effectiveness of the United Nations through the regional implementation of outcomes of global United Nations Conferences and Summits. It gives focus to the United Nations global mandates in the economic field, in cooperation with other global players and key stakeholders, notably the business community.

UNECE also sets out norms, standards and conventions to facilitate international cooperation within and outside the region.