Org. Setting and Reporting
This position is located in the Office of the Assistant Secretary-General for Peacebuilding Support in the Peacebuilding Support Office (PBSO) in the Department of Political and Peacebuilding Affairs (DPPA). PBSO was established to assist and support the Peacebuilding Commission (PBC) and administer the Peacebuilding Fund (PBF). Based on the founding resolutions (A/RES/60/180 and S/RES/1645(2005)) establishing the Peacebuilding Commission, the Secretary-General created PBSO which comprises of the Peacebuilding Commission Support Branch, the Policy, Planning and Application Branch and the Financing for Peacebuilding Branch. PBSO is headed by an Assistant Secretary-General (ASG). This position is under the general supervision of the Special Assistant and the ASG. The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.
Responsibilities
Within delegated authority, the Senior Staff Assistant will be responsible for the following: • Provide direct assistance to the ASG; act as a first point of contact and referral for incoming communications (written and verbal); and, in close coordination with the Special Assistant, manage the ASG's diary, schedule, and travel; • Independently handle inquiries and requests for information, liaise with senior officials internally and externally, including Permanent Missions, United Nations entities, NGOs etc.; and correspond with internal and external stakeholders and interlocutors on behalf of the ASG; • Screen and prioritize all incoming correspondence, including by email; compile relevant background documents and references; identify issues requiring attention and refer to relevant officers for follow-up; monitor and follow-up on actions to be taken; • Bring sensitive and urgent matters to the attention of the ASG/senior officials; • Maintain the ASG diary/schedule; monitor and communicate changes accordingly; carry out quality control function for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation and style; • Establish/improve administrative procedures and systems to ensure smooth functioning of the Office of the ASG, including filing (paper and electronic) systems; • Undertake necessary administrative tasks for the OASG, including time and attendance monitoring (staff and consultants), Annual Leave management, arranging mission travel and visas, service and supply requisitions, telecommunications charges, etc.; • Organize official meetings, workshops and briefings, handling necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.); • As required, research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest; • Maintain liaison with the Branches of PBSO regarding ongoing activities and other administrative matters; on behalf of OASG help maintain the flow of information, including by conveying directives, reports, status updates and other relevant information; • Use standard office software (MS Word/word processing, Excel/spreadsheet, Powerpoint/presentation) to produce a wide variety of complex documents, reports, spreadsheets and presentations; • Perform other duties as assigned.
Competencies
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures; Knowledge of travel authorization processes and other relevant functions in Umoja or similar enterprise wide information tools. 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. 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 is required.
Job - Specific Qualification
Not available.
Work Experience
A minimum of seven years of progressively responsible work experience in general office support, administration or a related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in a front office environment is required. Experience making travel and accommodation arrangements for senior officials is required. Experience working with different offices of the UN Secretariat or a comparable international organization is desirable. Experience working with high ranking officials of the UN or a comparable international organization is desirable. Experience dealing with high ranking officials in the diplomatic community is desirable. Experience using enterprise resource planning information systems such as Umoja or similar tools in the United Nations or similar international organization 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 a second official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
• This position is temporarily available for six (6) months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • 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 • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
