UNOMS - Office of the United Nations Ombudsman and Mediation Services
UNOMS New York, USA
Posting Title: STAFF ASSISTANT, G5 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: Office of the United Nations Ombudsman and Mediation Services
Duty Station: NEW YORK
Posting Period: 19 January 2023 – 31 January 2023
Job Opening Number: 23-Administration-OMBUDSMAN-199896-J-New York (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
This position is located in the Front Office of the United Nations Ombudsman and Mediation Services (UNOMS).
UNOMS was established as the informal pillar of the internal system of administration of justice to make available to staff the services of impartial and neutral persons to address work related concerns of UN personnel.
The position requires that the incumbent reports, in person, to the office five days a week. The incumbent provides administrative support to the Office, and reports to the Special Assistant and the Chief of Office.
Responsibilities: Within limits of delegated authority the Staff Assistants will be responsible for the following duties:
- Acts as in person Receptionist for the Office, performing the full range of associated functions including but not limited to facilitating access to the premises, greeting and settling visitors, ensuring confidentiality of the visits, recording of the intake form as and when needed, escorting visitor to responsible Conflict Resolution Officer.
- Maintaining the reception area ensuring availability of handouts on information about UNOMS.
- Ensures distribution of outgoing and incoming mail and ensures smooth and efficient information flow within the Office.
- Is responsible for answering the main phone line including checking the voicemail.
- Is responsible for maintaining the conference and meeting rooms, ensuring premises comply with the needs of confidentiality.
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside as required.
- prepares and processes confidential information; assists in the development of office administrative systems and procedures.
- Provides assistance in the coordination of service-wide activities (workshops, cafes, meetings, training, etc.), special projects and events.
- Attends meetings when required and prepares minutes, monitors follow-up activities.
- Assists in the preparation of presentation materials using appropriate technology/software.
- Performs a variety of administrative duties (e.g., meeting organization, reservations, office supply and equipment orders, etc.).
- Records information and maintains files and databases for the Office. Assists with the digitization of paper files, in line with the organization’s data strategy.
- Performs other duties as assigned.
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. 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
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
High school diploma or equivalent is required.
A minimum of 5 years of experience in general office support or related area is required.
Experience in the use of Microsoft Office applications including Microsoft Word, PowerPoint and Excel is required.
Experience in the use of database software to organize, analyse and archive information is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is temporarily available until 30 September 2023.
If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.
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.
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.
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.