COMMUNICATIONS ASSISTANT

This position is located in the Visitors' Service, United Nations Information Service, Geneva, Strategic Communications Division of the Department of Global Communications. The Public Information Assistant reports to the Chief, Visitors' Service. The Visitors' Service at the United Nations Office at Geneva (UNOG) manages the guided tour operations at the Palais des Nations. The objective is to promote the ideals and activities of the United Nations to the widest audience possible, and to promote the United Nations Office at Geneva.

Under the supervision of the Chief, Visitors' Service, Information Service, the incumbent: - Coordinates the schedule of guided tours, within the criteria set by the Chief of Service, by handling incoming reservations online (Fareharbor booking system) and incoming requests by email and telephone. - Supports the Chief of Service with the organization and running of VIP/protocol tours and special events, such as the celebrations of United Nations Commemorative Days or United Nations Open Doors Days. Responds to requests for special tours and events and refers inquiries to the Chief of Service as needed. - At the request of the Chief of Service, assists with the arrival and departure of groups of visitors, including protocol and VIP groups. Stands in for the Chief of Service in the latter's absence. - Handles the production and updating of the monthly work schedules of the Visitors' Service tour guides according to their availability and the monthly schedule of guided tours. - Keeps daily records of the hours worked by staff on Individual Contractors' contracts. Produces monthly tables of hours worked for salary payments. Sends payment requests for salaries to UNOG Finance. Sends requests of tour guides' yearly statements of earnings to UNOG finance as necessary. - In the UMOJA-SAP system, creates Minimaster files for new tour guides, creates requests for Purchase Orders (Individual Contracts) for the approval by the Chief of Service, creates requests for Purchase Order linked to procurement, creates Service Entry Sheets for the monthly payment of salaries. - Keeps budgetary information on the Service's monthly expenditure and other statistical information linked to the guided tour operation. Responds to requests for statistical information on the guided tour operation as appropriate. - Assists the Chief of Service with the on-boarding of tour guides including the selection of new candidates, aspects of the substantive training of new candidates based on existing documentation and aspects of the technical/practical training of new candidates (tour routes, technical installations in conference rooms, etc). - At the request of the Chief of Service, assist with accreditation processes by checking and approving clients' entries in the Indico programme section dedicated to the Visitors' Service. - Prepares, maintains and updates files (electronic and paper) of Purchase Orders, salary payments, budgetary updates and as needs arise.

Professionalism: Knowledge of internal programmes, especially Umoja processes and procedures generally, and in particular those related to the described tasks. Excellent handling of all Microsoft Applications, especially Excel. Understanding of the functions and organization of the Visitors' Service. Ability to identify and resolve a range of issues/problems and to work well with figures. Demonstrated ability to apply good judgment in the context of assignments given. 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 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.

High school diploma or equivalent is required.

Not available.

At least seven (7) years of experience in public information and public relations or front office is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university or higher. Five (5) years of experience within the United Nations or other similar international organizations is desirable. Experience in working at fast pace with many different interfaces from various internal departments at the United Nations or other similar international organizations is desirable.

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

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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.

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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.