Staff Assistant

Staff Assistant

UNDPPA-DPO - United Nations Departments of Political and Peacebuilding Affairs and Peace Operations New York City National GS-5, General Service - No need for Higher Education - Locally recruited position level Speaks Arabic, English, French

The Staff Assistant position is located in the Northern Africa Division of the Departments of Political and Peacebuilding Affairs and Peace Operations. The role involves providing comprehensive office management and administrative support, including coordinating meetings, processing administrative requests, and ensuring efficient information flow. The Staff Assistant will also assist in preparing reports and materials, monitor team outputs, and support communication with field missions. This position requires collaboration with various internal teams and contributes to the effective functioning of the Division.

Candidate Requirements:

• High school diploma or equivalent
• Minimum five years of office support experience
• Experience with UN systems or similar organizations
• Proficiency in English; Arabic or French desirable
• Ability to perform administrative functions and manage databases

This position is located in the regional political-operational structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO), in the Northern Africa Division. The Northern Africa Division is tasked with monitoring and reporting on major developments in the countries under its purview, and recommending actions for addressing the related challenges, risks, and threats. The Staff Assistant will work under the supervision of a Senior Political Affairs Officer/Team Leader.

Within limits of delegated authority, the Staff Assistant will be responsible for the following duties:

• Performs, under minimal supervision, a full range of office management and administrative support functions (e.g. leave plan coordination, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing of administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
• Provides administrative assistance to the Team;
• Monitors processes and schedules related to the Team's outputs, products, tasks, etc.;
• Ensures a smooth and efficient information flow within and outside the Division, including supporting communication with field missions supported by the Division; prepares, processes and submits unclassified and confidential information; assists in the development of office administrative systems and procedures;
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.;
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.

Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; Attends meetings, prepares minutes, monitors follow-up activities, including related to the Team's and Division leadership's meetings with Resident Coordinators (RCs), RC Offices, and field missions; Responds or drafts responses to a wide range of routine correspondence and other communications; 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; Provide specialized support to the Team (e.g. technology support, editing, desktop publishing, etc.); Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. Maintains files (both paper and electronic) of rules, regulations, administrative instructions and other related documentation and databases for the Team; Contributes to the effective functioning of the Division; acts as back-up for other assistants in the Division and provides general administrative support across the Division as required. Performs other duties as assigned, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations, including those relevant to DPPA-DPO in work situations and UN systems, databases and ERP applications or similar (UMOJA, Unite Docs, etc.). Demonstrates interest in the work of the United Nations and personal commitment to the ideals of the Charter; demonstrates ability to successfully interact with individuals of different cultural backgrounds and beliefs, including a willingness to try and understand and be tolerant of different opinions and views. 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 & 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.

A 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 years for candidates who possess a first-level university degree or higher. Experience working in or with the United Nations Common System or similar international organization is desirable. Experience working with UN enterprise resource planning systems (UMOJA, Unite Docs, etc.), or similar database or ERP applications is desirable. Experience working with Special Political Missions, Peacekeeping Mission or another relevant field operation is desirable. Experience in a front office environment is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either Arabic or French is desirable.

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

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. 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. 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support