Senior Staff Assistant - United Nations, United States, Deadline: Jay-24-2016

Posting Title:Senior Staff Assistant
Job Code Title:STAFF ASSISTANT
Department/Office:DEPARTMENT OF POLITICAL AFFAIRS
Duty Station:NEW YORK
Posting Period:25 April 2016 - 24 May 2016
Job Opening Number:59634
Staffing ExerciseN/A

Special Notice
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.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST. 

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.
Org. Setting and Reporting
This position is located in the Department of Political Affairs, Office of the Special Envoy of the Secretary-General for Yemen (OSESGY). The Office is mandated to support the political transition, including constitutional and electoral assistance, and the implementation of the outcomes of the National Dialogue Conference pursuant to Security Council resolutions 2014 (2011), 2051 (2012), 2140 (2014) and 2201 (2015). The incumbent reports directly to the Special Envoy.
Responsibilities
Within delegated authority, the Senior Staff Assistant will be responsible for the following duties:

•Assists in the overall administration of the OSESGY, i.e., provides substantive and administrative support in managing priorities and work flow of the Special Envoy and of his office; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. 
•Serves as a communications link between the Special Envoy, the Executive Office and senior OSESGY staff; on behalf of the Special Envoy, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Special Envoy. 
•Takes full responsibility for time management and scheduling on behalf of the Special Envoy with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
•Undertakes representational duties on behalf of the Special Envoy, to include serving as first point of contact and liaison with senior officials internally and externally.
•Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Special Envoy’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
•Independently handles a wide range of complex information requests and inquiries (e.g., answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
•Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
•Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g., room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
•Prepares, processes and classifies confidential information.
•Handles a wide range of administrative duties/processes (e.g., leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.) for the Special Envoy. 
•Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
•Uses standard word processing package to produce a wide variety of large, complex documents and reports.
•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.

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 the 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.
Education
High school diploma or equivalent.
Work Experience
A minimum of seven years of experience in general office support or related area is required. Experience working with senior officials in a front office setting of an international organization is desirable. Experience in managing schedules and arranging meetings is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Arabic and French is desirable. Knowledge of another United Nations official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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Senior Staff Assistant - United Nations, United States, Deadline: Jay-24-2016 Senior Staff Assistant - United Nations, United States, Deadline: Jay-24-2016 Reviewed by KHMER-INSIDER on Thursday, April 28, 2016 Rating: 5