STAFF ASSISTANT


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Job details

Job TypeTemporary

Full Job Description

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the security management system to enable the safest and most efficient and effective conduct of the programmes and activities of the United Nations System. This post is located in the Division of Headquarters Security and Safety Services.

The Division of Headquarters Security and Safety Services is responsible for providing strategic direction and management for the Security and Safety Services located at the United Nations offices away from Headquarters and regional commissions including but not limited to security and safety risk management, threat and risk assessment, physical security, recruitment, training and related oversight of security and safety projects.

Under the general supervision of the Director of the Division of Headquarters Security and Safety Services (DHSSS) and reporting through the Chief of Unit, DHSSS, the incumbent will be responsible for providing assistance to the Division by managing the workflow of the Director and establishing priorities; drafting, preparing and reviewing the Division’s official correspondence; serving as a communication link between the Director and other senior staff and staff at large within the Department, supporting interdepartmental meeting processes; note taking and scheduling; and by supporting the Director in his activities with external entities as required. Responsibilities

Assists the overall administration of the Division by providing substantive and administrative support with the management of priorities and the workflow of the Director and of the Division:

1. Maintains the electronic correspondence log and manages the flow of correspondence within the Division. Administers time management and scheduling on behalf of the Director with appropriate consultation. Coordinates and monitors diverse activities and work processes to ensure timely outputs. Prioritizes and resolves conflicts and competing demands in scheduling and assignments. Identifies issues for the Director’s attention and refers others to relevant officer for appropriate disposition. Prepares, processes and classifies confidential information; manages the Director’s email and document archives; independently handles a wide range of complex information requests and inquiries. Researches, compiles and summarizes relevant documents and reference material for various assignments. Responds and drafts responses to a diverse range of correspondence and other communications. Exercises quality control for the Director’s formal outgoing documents, proofreads and edits text for adherence to format, grammar, punctuation and style, as required.

2. Serves as a communication and support link between the Director and the DHSSS staff: Conveys directives, reports, status updates and other relevant information; provides assistance with review and analysis of budget proposals/resource requirements; suggests revisions to substantive outputs. Brings sensitive matters to the attention of the Director; monitors and follows-up on actions to be taken. Establishes priorities and deadlines, supports the assignment of work, and reviews draft/complete outputs with professional and support staff as required; provides assistance with review and analysis of work assignments within the Division; researches issues, prepares briefing notes, gathers relevant documentation. Provides guidance to support staff with administrative and other relevant procedures. Organizes periodic meetings of Division personnel to exchange briefings on progress of work. Coordinates actions with respect to staffing within the Division (scheduling interviews, liaison with candidates).

3. Serves as a communication and support link between the Director and entities outside the Division: Communicates and coordinates on behalf of the Director with offices within DSS, other areas of the UN Secretariat (ACABQ, Fifth Committee, Chef de Cabinet, OHRM) and with the Chiefs of Security of the Offices away from Headquarters (UNOV, UNOG, UNON, ECA, ESCWA, ESCAP, ECLAC); the Tribunals (MIRCT The Hague, MIRCT Arusha, UNAKRT); the IASMN (UN Agencies); with the SMT and with Permanent Missions to the United Nations and other institutional bodies, as required; Supports the Director in the preparation of travel, meetings, reports, briefs, and video/telephone conferences.

4. 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. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders. 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.

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 is required. Work Experience

A minimum of seven (7) years of progressively responsible experience in the provision of administrative and office management assistance to senior officials in an international organization is required.

Experience within the UN Secretariat, UN Common System or other similar international organizations is required.

A minimum of three (3) years experience working with organizational enterprise management tools such as Umoja, Inspira, or similar systems is desirable.

Experience in coordinating and working with teams in other duty stations and offices away from headquarters is desirable.

Experience providing administrative support to a security and safety service or similar operation is desirable. Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another UN official language(s) is desirable. Assessment

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

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