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Job Vacancies Office of Central Support Services, January 2011
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Job Vacancies Office of Central Support Services
Job Title Staff Assistant, Facilities and Commercial Services Division (FCSD), G5
Department/ Office OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station NEW YORK
Closing Date: Thursday, 10 February 2011
Job Opening number 11-ADM-OFC OF CENTRAL SUPPORT SERVICE-17362-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This post is located at the Office of the Director, Facilities and Commercial Services Division (FCSD), Office of Central Support Services, Department of Management. The incumbent reports to the Director of FCSD.
Responsibilities
Under the overall supervision of the Director of the Facilities and Commercial Services Division (FCSD), the Staff Assistant at this level will be responsible for the following duties:
Perform, under minimal supervision, the full range of office management and administrative support functions; typically provide administrative and secretarial support to the Director of FCSD; coordinate and follow up on the submission of information/reports by the Services under FCSD: i.e. Facilities Management Service (FMS) and Commercial Activities Services (CAS) to ensure timely response of information to the Office of the Assistant Secretary-General (OASG), for the Office of Central Support Services (OCSS) or to other offices as appropriate.
Ensure smooth and efficient information flow within the division; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Carrie out quality control function for outgoing documents; draft responses to routine correspondence; proofread all outgoing correspondence submitted for the Director’s signature or approval for format completeness, procedural and grammatical accuracy, and style.
Perform 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 (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
Liaise with the Department of Management (DM), Executive Office on administrative matters, as well as with legislative bodies, the diplomatic community and outside entities, as necessary;
Maintain calendar/schedules; monitor changes and exercise judgement, and communicate relevant information to appropriate staff inside and outside the immediate work unit.
Screen incoming correspondence and telephone calls for the Director of FCSD, directing mail and callers, not requiring his/her attention to the appropriate officers;
Process of all incoming and outgoing correspondence, including highly confidential documents and other classified information, track correspondence by using the Corlog System and maintain files (both paper and electronic);
Monitor processes and schedules related to the Division’s outputs, tasks, etc. and follow up on impending actions; research and collect background documentation through the use of electronic searches; and
Perform other related duties as required.
Competencies
PROFESSIONALISM:
Knowledge of general office and administrative support including administrative policies, processes and procedures; ability to perform a broad range of administrative and secretarial functions applying United Nations staff rules and regulations; ability to manage processes and maintain accurate records; ability to execute duties quickly, discreetly, accurately and confidentially; familiar with the operation of the Facilities and Commercial Services Division and its area of responsibility; identifies priority activities and assignments and adjusts priorities as required; foresees risks and allows for contingencies when planning; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations; and 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 the 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.
Work Experience
Five years of experience in the field of secretarial and/or administrative services is required. Direct work experience performing secretarial functions and providing administrative/substantive support and personal assistance to a Director or higher level supervisor within an International organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of a second official UN language is desirable.
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
Please note that there will a written test as a part of the evaluation process, which will be followed by a competency-based interview, depending on the result of the test.
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
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.
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, Facilities and Commercial Services Division (FCSD), G5
Department/ Office OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station NEW YORK
Closing Date: Thursday, 10 February 2011
Job Opening number 11-ADM-OFC OF CENTRAL SUPPORT SERVICE-17362-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This post is located at the Office of the Director, Facilities and Commercial Services Division (FCSD), Office of Central Support Services, Department of Management. The incumbent reports to the Director of FCSD.
Responsibilities
Under the overall supervision of the Director of the Facilities and Commercial Services Division (FCSD), the Staff Assistant at this level will be responsible for the following duties:
Perform, under minimal supervision, the full range of office management and administrative support functions; typically provide administrative and secretarial support to the Director of FCSD; coordinate and follow up on the submission of information/reports by the Services under FCSD: i.e. Facilities Management Service (FMS) and Commercial Activities Services (CAS) to ensure timely response of information to the Office of the Assistant Secretary-General (OASG), for the Office of Central Support Services (OCSS) or to other offices as appropriate.
Ensure smooth and efficient information flow within the division; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Carrie out quality control function for outgoing documents; draft responses to routine correspondence; proofread all outgoing correspondence submitted for the Director’s signature or approval for format completeness, procedural and grammatical accuracy, and style.
Perform 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 (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
Liaise with the Department of Management (DM), Executive Office on administrative matters, as well as with legislative bodies, the diplomatic community and outside entities, as necessary;
Maintain calendar/schedules; monitor changes and exercise judgement, and communicate relevant information to appropriate staff inside and outside the immediate work unit.
Screen incoming correspondence and telephone calls for the Director of FCSD, directing mail and callers, not requiring his/her attention to the appropriate officers;
Process of all incoming and outgoing correspondence, including highly confidential documents and other classified information, track correspondence by using the Corlog System and maintain files (both paper and electronic);
Monitor processes and schedules related to the Division’s outputs, tasks, etc. and follow up on impending actions; research and collect background documentation through the use of electronic searches; and
Perform other related duties as required.
Competencies
PROFESSIONALISM:
Knowledge of general office and administrative support including administrative policies, processes and procedures; ability to perform a broad range of administrative and secretarial functions applying United Nations staff rules and regulations; ability to manage processes and maintain accurate records; ability to execute duties quickly, discreetly, accurately and confidentially; familiar with the operation of the Facilities and Commercial Services Division and its area of responsibility; identifies priority activities and assignments and adjusts priorities as required; foresees risks and allows for contingencies when planning; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations; and 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 the 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.
Work Experience
Five years of experience in the field of secretarial and/or administrative services is required. Direct work experience performing secretarial functions and providing administrative/substantive support and personal assistance to a Director or higher level supervisor within an International organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of a second official UN language is desirable.
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
Please note that there will a written test as a part of the evaluation process, which will be followed by a competency-based interview, depending on the result of the test.
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
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.
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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