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Job Vacancies Department of Economic and Social Affairs, January 2011
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Job Vacancies Department of Economic and Social Affairs
Job Title Staff Assistant, G5
Department/ Office DEPARTMENT OF ECONOMIC AND SOCIAL AFFAIRS
Duty Station NEW YORK
Closing Date: Sunday, 13 February 2011
Job Opening number 11-ADM-DEPT OF ECON & SOCIAL AFFAIRS-17884-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located in the Office of the Chief, Trade Statistics Branch, Statistics Division, Department of Economic and Social Affairs.
Responsibilities
Under the direct supervision of the Chief of the Trade Statistics Branch and, within limits of delegated authority, the Staff Assistant will be responsible for the following duties:
Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Chief of the Trade Statistics Branch and, as required, to the Chiefs of the Sections of the Branch.
Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative 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.), special projects and events and maintains liaison with ECOSOC and UN conference management bodies; expedites actions necessary to convene meeting and conferences, including finalizing meeting schedules and ensuring that all financial arrangements have been made.
Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; coordinates the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions 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 administrative databases; updates website; 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.
Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
Assists in the preparation of presentation materials using appropriate technology/software.
Provides some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
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 of staff of the branch (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 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. 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. 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.
COMMUNICATION:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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. Specialized secretarial and/or management/executive assistance training/courses are desirable.
Work Experience
At least 5 years of work experience in general office support or related area is required. Experience in updating web pages by using Dreamweaver is desirable. Familiarity with standard office computer programmes, such as MS Office, is required; knowledge of specific in-house computer programmes, such as IMIS, Inspira, and Lotus Notes is desirable. Familiarity with UN administrative rules, regulations, policies and procedures 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.
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.
Assessment Method
Short-listed candidates will be assessed by a competency-based Interview
Special Notice
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
The candidate is responsible for any expenses incurred in order to take the above Test and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Job Title Staff Assistant, G5
Department/ Office DEPARTMENT OF ECONOMIC AND SOCIAL AFFAIRS
Duty Station NEW YORK
Closing Date: Sunday, 13 February 2011
Job Opening number 11-ADM-DEPT OF ECON & SOCIAL AFFAIRS-17884-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located in the Office of the Chief, Trade Statistics Branch, Statistics Division, Department of Economic and Social Affairs.
Responsibilities
Under the direct supervision of the Chief of the Trade Statistics Branch and, within limits of delegated authority, the Staff Assistant will be responsible for the following duties:
Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Chief of the Trade Statistics Branch and, as required, to the Chiefs of the Sections of the Branch.
Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative 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.), special projects and events and maintains liaison with ECOSOC and UN conference management bodies; expedites actions necessary to convene meeting and conferences, including finalizing meeting schedules and ensuring that all financial arrangements have been made.
Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; coordinates the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions 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 administrative databases; updates website; 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.
Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
Assists in the preparation of presentation materials using appropriate technology/software.
Provides some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
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 of staff of the branch (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 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. 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. 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.
COMMUNICATION:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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. Specialized secretarial and/or management/executive assistance training/courses are desirable.
Work Experience
At least 5 years of work experience in general office support or related area is required. Experience in updating web pages by using Dreamweaver is desirable. Familiarity with standard office computer programmes, such as MS Office, is required; knowledge of specific in-house computer programmes, such as IMIS, Inspira, and Lotus Notes is desirable. Familiarity with UN administrative rules, regulations, policies and procedures 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.
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.
Assessment Method
Short-listed candidates will be assessed by a competency-based Interview
Special Notice
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
The candidate is responsible for any expenses incurred in order to take the above Test and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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