STAFF ASSISTANTAdmin & Office

United Nations

Posting Title:Staff Assistant, G5 (Temporary Job Opening)
Job Code Title:STAFF ASSISTANT
Department/Office:International Seabed Authority
Duty Station:KINGSTON
Posting Period:04 July 2019 - 18 July 2019
Job Opening Number:19-Administration-ISA-119520-J-Kingston (X)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Executive Office of the Secretary-General (EOSG) at The International Seabed Authority in Kingston, Jamaica. 

The International Seabed Authority is an international organization established under the 1982 United Nations Convention on the Law of the Sea and the 1994 Agreement relating to the Implementation of Part XI of the United Nations Convention on the Law of the Sea. The Authority is the organization through which States Parties to the Convention shall, in accordance with the regime for the seabed and ocean floor and subsoil thereof beyond the limits of national jurisdiction (the Area) established in Part XI and the Agreement, organize and control activities in the Area, particularly with a view to administering the resources of the Area.(Link - > https://www.isa.org.jm/authority ) 

The Staff Assistant works under the supervision and guidance of the Senior Policy Officer and Special Assistant to the Secretary-General and in close collaboration with the Executive Manager of the Office of the Secretary-General.

Responsibilities

Under the guidance and supervision of the Senior Policy Officer and Special Assistant to the Secretary-General and within the limits of the delegated authority, the Staff Assistant will be responsible for the following duties:

1. Performs, under minimal supervision, the full range of office management and administrative support functions; provides direct assistance to the Senior Policy Officer and Special Assistant to the Secretary-General as well as to the Communications Unit;

2. Maintains liaison with the other offices and officials regarding on-going programmes and other administrative matters; 

3. Ensures smooth and efficient information flow within the Executive Officer and with other offices; prepares and processes confidential information; 

4. Assists in the processing administrative systems, including updating Executive outputs in budget documents, processing documents for travel, consultants and corresponding payments; 

5. Monitor status of expenditures and allotments, records variations and updates budget tables.

6. Consolidate data received and provides support to higher-level staff. 

7. Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, presentations;

8. Provides assistance in the coordination of office-wide activities (meetings, training, etc.), special projects and events; 

9. Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; 

10. Drafts memos, letters and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports; carries out quality control function for outgoing documents; proofreads and edit texts for format, grammar, punctuation, and style and ensures that all outgoing correspondence conform to United Nations standards for format, style, and accuracy; prepares and distributes minutes of Branch meetings, monitors and follows up activities; 

11. Performs a variety of other administrative duties, including leave recording, organization of meetings, room reservations, office supply, and equipment orders, and inventory updates; tracks paperwork through the entire administrative process to ensure timely completion; 

12. Maintains calendar/schedules of the senior officers; assists with routing communication; maintains and in close coordination with the Executive Manager of the Office of the Secretary-General updates work plan of the Executive Office; provides periodic progress reports on implementation; reminds staff of impending deadlines; 

13. Processes travel arrangements for staff, consultants, experts, and meeting participants including liaising with Travel Unit to ensure timely approval of travel authorization;

14. Maintains files (both paper and electronic) and databases for the Executive; assists in maintaining and updating websites; generates a variety of standard and nonstandard reports from various databases; 

15. Performs other duties as assigned.

Competencies

Professionalism: Knowledge and understanding of the functions and organization of the International Seabed Authority, knowledge of the organizational structure and respective roles of related units in the UN system; knowledge of relevant operational and administrative policies, processes and procedures, including records management/filing procedures; ability to research, select, organize and summarize data and information required for reports, studies, briefings, etc.; tact and discretion in dealing with confidential matters; diplomatic skills in dealing with delegations; ability to accurately and independently prepare minutes, etc.; 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in general office support or related area. Experience in administrative, office management, research and organizational functions is required. Experience in working for senior officials in the United Nations, Permanent Missions of Member States and other counterparts is desirable.

Languages

English and French are the working languages of the Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

Duration of Requirement: Starting 01 August 2019 to 31 December 2019, with a possibility of extension.


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.

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.

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.

No Fee

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. 

https://inspira.un.org/psp/PUNA1J/EMPLOYEE/HRMS/c/UN_CUSTOMIZATIONS.UN_JOB_DETAIL.GBL?Action=A&UNAction=Apply&JobOpeningId=119520&languageCd=ENG&

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Job Details

  • Location: Kingston

  • Sector: Public Sector

  • Category: Admin & Office

  • Posted On: Jul 5, 2019

  • Deadline: Jul 18, 2019