Job Description

Org. Setting and ReportingThis position is located in the Decolonization Unit of the Department of Political and Peacebuilding Affairs, and the incumbent reports directly to the Chief of the Unit. The Decolonization Unit provides substantive advice to the Special Committee on the Situation with regard to the Implementation of the Declaration on the Granting of Independence of Colonial Countries and Peoples (also known as the Special Committee on Decolonization or C-24), and the Special Political and Decolonization Committee (Fourth Committee) of the General Assembly, among other duties. Additional information is available on The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions. ResponsibilitiesWithin limits of delegated authority, the Staff Assistant will be responsible for the following duties: • Performs under minimal supervision, the full range of office management and administrative support functions to the Chief of the Decolonization Unit in the Department of Political and Peacebuilding Affairs, and other team members as appropriate; • Maintains calendar and schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the Team; • Screens communications from/to Member States Permanent missions, UN field missions, international organizations, UN agencies, civil societies, etc., and directs them to officers under whose competence a particular communication falls; • As primary focal point for the Decolonization website: (i) manages the website through updating and uploading new contents, and liaising with the Office of Information and Communications Technology (OICT), the Department of General Assembly and Conference Management (DGACM) and the Department of Global Communications (DGC); • Carries out quality control function for outgoing documents. In particular, finalizes working papers, reports, talking points, statements, briefing notes, analytical papers, background materials, profiles, press statements, tweets and other materials; • Receives and/or sends correspondence for the Unit. Photocopies, scans and circulates documents, papers and incoming correspondence to all concerned; ensures smooth and efficient information flow within the Team; prepares and processes confidential information; • Assists in the development of office administrative systems and procedures; • Drafts routine correspondence and responds to complex requests for information and inquiries; • Maintains electronic files and databases. In particular, creates, organizes, maintains and updates files and databases on documents, correspondence, news articles, list of experts and NGOs, talking points, briefing notes, resolutions, working papers, Secretary-General's reports and other parliamentary documents for the use of the Unit; • Supports the Unit’s budget document preparation; • Performs a variety of administrative duties (e.g., meeting organization, reservations, office supply and equipment orders, etc.), including preparing administrative requests/documents; • Process official travel requests (e.g. submission to UMOJA, visa applications, processing expense reports, etc.); • Maintains liaison with the Executive Office and with the offices of the ASG and USG regarding ongoing programmes and other administrative matters; monitors processes and schedules related to the Team's outputs, meetings and tasks; • Provides assistance in the coordination of system-wide activities, special projects, international events (such as annual regional seminars on decolonization, visiting missions, etc.) and meetings of intergovernmental bodies (C-24, Fourth Committee, Economic and Social Council (ECOSOC), and the General Assembly) and their bureaus; • Researches, compiles and summarizes background materials including news articles, upon request from desk officers on the basis of the area/subject assigned; • Fills and submits gdoc forms for processing and issuing documents of the C- 24 and the Fourth Committee; • Backs-up the Research Assistant; • Performs other duties as required. CompetenciesPROFESSIONALISM • Knowledge of functions and organization of the Unit and intergovernmental bodies to which the Unit provides substantive servicing. • Knowledge of processing official travel. • Knowledge of research methodologies, data collection and maintenance. • Knowledge of general office and administrative support, including administrative policies, processes and procedures, as well as familiarity with press and media online sources. • Knowledge of website management and maintenance; • Shows pride in work and in achievements of the team. • Demonstrates efficiency and timeliness in meeting multiple deadlines, responding to requests, keeping records and filing relevant incoming and outgoing documents. • Is motivated by professional rather than personal concerns • Shows persistence when faced with difficult problems or challenges. • Remains calm in stressful situations. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience in use of document databases (such as Unite Docs or similar system) is required. Experience working with ERP systems (such as Umoja or similar system) as it relates to official travel processing is required. Experience in maintaining and updating websites is required. Experience working with UN intergovernmental bodies is desirable. Experience in research and data collection is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French or Spanish is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special NoticeStaff 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. 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 Applicants who have reached the mandatory age of separation are not eligible to apply for job openings. 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 United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.

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