Staff Development Assistant,
New York
Department of General Assembly and Conference Management
Closing Date: 22-March-2017
Apply for this Job
| Posting Title: | Staff Development Assistant, G6 |
| Job Code Title: | STAFF DEVELOPMENT ASSISTANT |
| Department/Office: | DEPARTMENT OF GENERAL ASSEMBLY AND CONFERENCE MANAGEMENT |
| Duty Station: | NEW YORK |
| Posting Period: | 21 February 2017 - 22 March 2017 |
| Job Opening Number: | 17-Human Resources-DGACM-74325-R-New York (R) |
Responsibilities
Within delegated authority, the Staff Development Assistant will be responsible for the following duties:
ADMINISTRATION OF TRAINING AND OUTREACH ACTIVITIES OF THE DEPARTMENT
a) Initiates, reviews, processes and follows-up on actions related to the administration and management of the department's training and outreach activities
b) Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, and entitlements under the Staff Rules and Regulations and departmental external studies/outreach guidelines.
c) Consolidates budget/training plan with respect to departmental guidelines.
d) Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
e) Prepares/coordinates training budget performance submissions and finalization of quarterly reports, analyzing variances between approved budgets and actual expenditures.
f) Coordinates with other finance and budget staff on related issues during preparation of USTS reports.
g) Maintains and updates the unlanguage.org portal and DGACM training and career development page on iSeek.
h) Supports OUSG professional staff in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides, gathering relevant documentation, etc.
i) Takes full responsibility for the selection and invitation process within the departmental internship programme.
GENERAL ADMINISTRATION:
a) Drafts routine correspondence to respond to enquiries in respect to training, multilingualism, communication and outreach matters.
b) Assists and provides support in the preparation of the annual meetings of IAMLADP, assists in maintaining and updating the IAMLADP website.
b) Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and financial reports from various databases.
c) Uses standard word processing package to produce a wide variety of large, complex documents and reports.
d) Handles a wide range of administrative duties/processes (e.g. travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
e) Assists in the overall administration of the Office of the USG, i.e. provides substantive and administrative support in managing priorities and work flow of the 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.
f) Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
g) Prepares, processes and classifies confidential information. d) Handles the phone lines for Chief of Office,sets up conference calls and videoconferences;
h) In the absence of the Personal Assistant to the USG or ASG, assists in supporting the USG and ASG.
i) Performs other duties as required.
CompetenciesADMINISTRATION OF TRAINING AND OUTREACH ACTIVITIES OF THE DEPARTMENT
a) Initiates, reviews, processes and follows-up on actions related to the administration and management of the department's training and outreach activities
b) Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, and entitlements under the Staff Rules and Regulations and departmental external studies/outreach guidelines.
c) Consolidates budget/training plan with respect to departmental guidelines.
d) Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
e) Prepares/coordinates training budget performance submissions and finalization of quarterly reports, analyzing variances between approved budgets and actual expenditures.
f) Coordinates with other finance and budget staff on related issues during preparation of USTS reports.
g) Maintains and updates the unlanguage.org portal and DGACM training and career development page on iSeek.
h) Supports OUSG professional staff in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides, gathering relevant documentation, etc.
i) Takes full responsibility for the selection and invitation process within the departmental internship programme.
GENERAL ADMINISTRATION:
a) Drafts routine correspondence to respond to enquiries in respect to training, multilingualism, communication and outreach matters.
b) Assists and provides support in the preparation of the annual meetings of IAMLADP, assists in maintaining and updating the IAMLADP website.
b) Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and financial reports from various databases.
c) Uses standard word processing package to produce a wide variety of large, complex documents and reports.
d) Handles a wide range of administrative duties/processes (e.g. travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
e) Assists in the overall administration of the Office of the USG, i.e. provides substantive and administrative support in managing priorities and work flow of the 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.
f) Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
g) Prepares, processes and classifies confidential information. d) Handles the phone lines for Chief of Office,sets up conference calls and videoconferences;
h) In the absence of the Personal Assistant to the USG or ASG, assists in supporting the USG and ASG.
i) Performs other duties as required.
Professionalism:
Knowledge of general office and administrative support including administrative policies, processes and procedures, especially those related to training, outreach, multilingualism and inter-institutional cooperation. 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
Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology
EducationKnowledge of general office and administrative support including administrative policies, processes and procedures, especially those related to training, outreach, multilingualism and inter-institutional cooperation. 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
Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology
High school diploma or equivalent.
Work Experience
A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources, training or related area. Experience with meetings and documentation management systems is desirable. Proficiency in MS Office (Excel, Word, and PowerPoint) and web-related software such as Dreamweaver and Unite solutions is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN Official language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.