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TEAM ASSISTANT
Department of Peace Operations (UN DPO)
G-4 General Support Full-time Locallly Recruited
Close on 23 Feb 2023
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Posted 1 week ago
Job Description

Org. Setting and Reporting

The Department of Peace Operations (DPO) provides political and executive direction to United Nations peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of United Nations, governmental and non-governmental entities in the context of peace operations. This position is located in the DPO Office of Rule of Law and Security Institutions (OROLSI), Justice and Corrections Service (JCS).

JCS serves as a centre of expertise on justice, corrections and related rule of law areas within the United Nations Secretariat and supports the work of justice and corrections components in United Nations peace operations and other United Nations entities. It assists host countries to deliver essential justice and prison services, strengthen criminal justice systems, and facilitate rule of law reforms. The incumbent will report to the Chief of Service or her/his delegate.

Responsibilities

Within delegated authority, the Team Assistant will be responsible for the following:

• Performs a wide range of office management and administrative support functions, including filing; photocopying; maintaining calendar/schedules; processing incoming correspondence and forwarding for action to the appropriate officers; preparing and/or processing administrative requests/documents, such as travel requests and travel claims, visa applications and purchase orders;

• Provides secretarial and logistical support to meetings (virtual and in person), including arranging meeting rooms and setting up video conferences, confirming attendance;

• Provides support on information and communication technology processes, including Sharepoint, Teams, Inspira and UMOJA;

• Liaises with the Office of the Assistant Secretary-General for Rule of Law and Security Institutions and other offices as required;

• Initiates requests for new equipment, as well as Outlook and network accounts for staff, and maintains an inventory of all electronic equipment in the Service;

• Provides administrative and logistical support for team workshops, trainings, conferences and other events;

• Carries out quality control for outgoing documents, proofreads documents for format, grammar, punctuation and style, and reviews documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature;

• Monitors processes and schedules related to the Service's outputs, products and tasks; where applicable, assists with the verification of receipt and accuracy of requisite documents, approvals and signatures to ensure compliance with relevant legal, financial and other requirements;

• Researches, compiles and organizes information and reference materials from various sources for reports, workplans, studies, briefings, communication products, including social media, and meetings;

• Drafts correspondence, meeting minutes, and other documents;

• Assists with the preparation of presentation materials using appropriate technology/software;

• Reviews, records, distributes and/or processes mail and other documents, including channeling sensitive material to staff for appropriate follow-up;

• Updates and maintains large distribution lists; monitors, prepares and distributes various materials (where possible using electronic formats); handles arrangements for printing and translation as necessary;

• Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events and reservations), and prepares and processes administrative requests and documents (e.g., requisitions, purchase orders, expenditure authorizations and visa applications); and

• Performs other duties as assigned.

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Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to draft a variety of correspondence and other communications. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

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. 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.

Education

High school diploma or equivalent is required.

Work Experience

At least three years of experience in general office support or related area is required.

Experience in a front office environment is desirable.

Experience using integrated information management systems, (such as Inspira, Umoja, Unite Docs, Unite Correspondence) or other comparable systems is desirable.

Experience with financial or project management is desirable.

Experience working at United Nations Headquarters or related international organization is desirable.

Knowledge of legal work is desirable.

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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 desirable.

Assessment

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

Special Notice

This position is available for an initial period of one year. 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.

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.

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.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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.

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