Department of Safety and Security
DSS New York
Posting Title: SENIOR STAFF ASSISTANT, G6
Job Code Title: STAFF ASSISTANT
Department/Office: Department of Safety and Security
Duty Station: NEW YORK
Posting Period: 08 September 2022 – 07 October 2022
Job Opening Number: 22-Administration-DSS-190533-R-New York (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.
This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.
For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: (link)
The post is located in the Office of the Director of Regional Operations, UNDSS. The incumbent reports to the Deputy Director and the Director of Division.
Within limits of delegated authority, the Senior Staff Assistant will be responsible for the following duties:
- Assists in the overall administration of the division, i.e. provides substantive and administrative support in managing priorities and work flow of the Deputy Director and the Director and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
- Compiles and analyzes basic data from a variety of sources, summarizing and presenting conclusions for review by Deputy Director and the Director.
- Serves as a communications link between Deputy Director and the Director and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Deputy Director and the Director.
- Takes full responsibility for time management and scheduling on behalf of Deputy Director and the Director with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
- Serves as first point of contact and liaison with senior officials internally and externally.
- Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies,
- Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
- Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
- Establishes/improves administrative procedures and systems to ensure smooth functioning of the division,.
- Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
- Organizes and provides administrative support for meetings, Regional workshops, Conferences for Senior Security Personnel, Crisis Management Training (CMT) etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.), with minimal supervision prepares estimates/budget for conference and training costs.
- Prepares, processes and classifies confidential information.
- Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
- Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Performs other duties as assigned.
- PROFESSIONALISM: Knowledge of internal policies, processes and procedures related to general front office support, communication, and dissemination of information. Ability to greet visitors in a kind, welcoming and friendly manner, being courteous and respectful at all times; Ability to monitor the situation in a calm, polite and confident manner and handle appropriately. Ability to interact with other high-level constituents. 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. 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.
Seven years of experience in general office management and administration or related area is required.
Experience in managing calendar is required.
Experience in making travel arrangements and processing it using an Enterprise Resource Planning (ERP) system, such as Umoja or equivalent, is required.
Experience in organizing and supporting meetings and conferences is required.
Experience working with senior officials in an international organization is desirable.
Experience in handling high volume incoming and outgoing correspondence in a high paced setting is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language 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 in its staff. Female candidates are strongly encouraged to apply for these positions.
The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.
This position is available from 1 September 2021.
Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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. An impeccable record for integrity and professional ethical standards is essential.
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.
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.
The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the “Staff Selection System” and include the compliance review process by a review body described in staff rule 4.15.
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.
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.