Staff Assistant (two posts), New York (G-5) Department of Peacekeeping Operations Closing date: Saturday, 18 March 2017


Staff Assistant (two posts), 
New York 
(G-5) 
Department of Peacekeeping Operations 
Closing date: Saturday, 18 March 2017




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Posting Title:Staff Assistant (2 Posts), G5
Job Code Title:STAFF ASSISTANT
Department/Office:DEPARTMENT OF PEACEKEEPING OPERATIONS
Duty Station:NEW YORK
Posting Period:17 February 2017 - 18 March 2017
Job Opening Number:17-Administration-DPKO-73983-R-New York (O)

Responsibilities
Within the delegated authority, the Staff Assistants will be expected to perform, under minimal supervision, the full range of office management and administrative support functions, as follows:

• Provides direct assistance to the Integrated Operational Team (IOT) Team Leaders
• Maintains liaison with the Executive Office and with senior officials in other Divisions regarding on-going programmes and other administrative matters; monitors processes and schedules related to the IOT’s outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the IOT and Division; prepares and processes 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.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. 
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes of IOT meetings, 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; generates a variety of standard and non-standard statistical and other reports from various databases. 
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Serves as an Umoja focal point for the IOT
• 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.
• May provide some specialized support to the Division (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside of the immediate work Division.
• 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 work of the IOT.
• Performs other duties as assigned and requested by the IOT Team Leader, including offering support to the Director of the Division.
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.

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 is required.
Work Experience
A minimum of five years of progressively responsible experience in general office support, administration, or related area is required. Experience in drafting and editing official correspondence is required. Experience in an international or multilateral organisation is desirable. Experience working in the front office of a senior official 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 another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.