Staff Assistant, New York (G-5) Office for Disarmament Affairs Closing date: Monday, 12 June 2017

Staff Assistant, 
New York 
(G-5) 
Office for Disarmament Affairs  
Closing date: Monday, 12 June 2017 

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Posting Title:	STAFF ASSISTANT, G5 (Temporary Job Opening)
Job Code Title:	STAFF ASSISTANT
Department/Office:	Office for Disarmament Affairs
Duty Station:	NEW YORK
Posting Period:	06 June 2017 - 12 June 2017

Responsibilities

Within limits of delegated authority the Staff Assistant at this level will be responsible for the following duties:• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to the Chief of the Regional Disarmament Branch within ODA as well as to the three professional staff of the Branch.• Maintains liaison with the Executive Office, the Director's Office, the three UN Regional Centres (Africa, Asia and the Pacific, and Latin America and the Caribbean) and the Vienna Office regarding on-going programmes and other administrative matters; monitors processes related to the Branch's outputs, products, tasks, etc.• Ensures smooth and efficient information flow within the Branch and ensures follow-up, particularly of deadlines; prepares and processes confidential information; assists in the development of office administrative systems and procedures.• provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.• Orients staff of the Regional Centres and the Vienna Office, as well as new staff to relevant administrative procedures and practices.• 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 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.• 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 (e.g., travel requests, expense claims, vouchers, visa applications, etc.).• Maintains files (both paper and electronic) and databases for the Branch.• Serves as the Branch's UMOJA focal point.• 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. 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.• 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

Five years of experience in general office support or related area.

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 French or Spanish is
an advantage.

Assessment

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