Apply for Staff Assistant, New York, United States Job Vacancy | Position

Organizational Setting and Reporting

This place is situated within the Travel Unit of the Travel and Transportation Section, FCAS/DOA/DOS, United Nations Secretariat. The Department of Operational Support (DOS) offers operational help to UN Secretariat entities globally, together with advisory, operational and transactional help providers and, the place wanted, workouts delegated authority on behalf of shoppers. DOS helps the complete UN Secretariat, consisting of just about 100 entities situated across the globe. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters advanced, striving to offer efficient and environment friendly planning, administration, upkeep and operation for all present bodily amenities and property on the UN Headquarters, New York. FCAS additionally helps workplace and convention amenities, property administration, journey and transportation providers, archives and data administration, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Travel and Transportation Section offers journey and transportation providers at UN Headquarters (journey, shipments administration, UN journey paperwork (e-UNLP & UN Certificates), visas and host nation providers, native transportation, supplies administration and UNHQ storage operations. The incumbent studies on to the Chief of the Travel Unit.

Responsibilities

Under the general supervision of the Chief of the Travel Unit, the Staff Assistant will probably be accountable for the next duties:

• Performs, below minimal supervision, the complete vary of workplace administration and administrative help capabilities; and offers direct help to the Chief of the Travel Unit.
• Assists within the growth and implementation of operational plans, Standard Operating Procedures (SOPs), initiatives and tasks regarding contract compliance and vendor efficiency administration.
• Maintains liaison with the Executive Office/Administrative Offices, Funds, Programmes, Agencies and Offices Away from Headquarters relating to the providers offered by Travel Unit; set-up value allocation cycle and create gross sales orders for value restoration; official journey necessities comparable to visas, journey and shipments requests; Maintain efficient relations with Procurement Division, contractors, and providers suppliers.
• Ensures easy and environment friendly workflow throughout the unit; help procurement course of together with coordinating inputs to assertion of works/necessities, growth of technical analysis standards, help with analysis of vendor proposals and steerage throughout contract formulation.
• Researches, compiles and summarizes background supplies for use in preparation of studies, briefing notes, iSeek articles and broadcast messages.
• Provides help within the coordination of service-wide actions, outreach programmes to departments at Headquarters, world journey consultants group on Viva Engage, displays the coverage discussion board and coordinates the month-to-month WebEx conferences. Orients new workers to related administrative procedures and practices and offers common help to different workplace help workers, as required; could coordinate the work of workplace help workers in offering conferences servicing/administrative help to numerous periods of commissions and different our bodies.
• Attends conferences, prepares minutes, displays follow-up actions.
• Responds or drafts responses to a variety of correspondence and different communications, together with audit responses, numerous advanced paperwork and studies.
• Manages, updates and additional develops inner databases; generates quite a lot of customary and non-standard statistical and different studies from numerous sources.

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• Carries out high quality management operate for outgoing paperwork; proofreads and edits texts for adherence for format, grammar, punctuation and magnificence.
• Responds to advanced data requests and inquiries (e.g. Note Verbales, weekly responsibility roster, data circulars on official journey, quarterly survey on shoppers’ satisfaction, weekly vacationers’ studies, assists in drafting audit responses).
• Assists within the preparation of presentation supplies utilizing acceptable know-how/software program.
• Maintains calendar/schedules; displays adjustments and talk related data to acceptable workers inside and outdoors the rapid work unit.
• Performs quite a lot of administrative duties (e.g. go away recording, assembly group, reservations, workplace provide and gear buying carts together with low worth acquisitions, and so on.), together with getting ready and/or processing administrative requests/paperwork (e.g., journey requests, expense claims, vouchers, visa functions, and so on.).
• Reviews invoices for items/providers offered to the Unit for accuracy; Creates Goods Receipt/Service Entry Sheets in Umoja previous to submission to the Accounts Division for processing.
• Follows-up with Accounts Division to acquire distributors’ banking particulars and subsequent fee affirmation; Follows-up with the Procurement Division for the Unit’s procurement necessities.
• Maintains recordsdata (each paper and digital) and databases for work unit.
• Performs different duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of common workplace and administrative help together with administrative, finance and procurement insurance policies, processes and procedures. Demonstrated drafting abilities. Ability to undertake primary analysis and collect data from customary sources. Ability to work nicely with figures. Shows pleasure in work and in achievements; demonstrates skilled competence and mastery of subject material; is conscientious and environment friendly in assembly commitments, observing deadlines and reaching outcomes; is motivated by skilled moderately than private considerations; exhibits persistence when confronted with troublesome issues or challenges; stays calm in annoying conditions. Commitment to implementing the aim of gender equality by guaranteeing the equal participation and full involvement of men and women in all points of labor.
• COMMUNICATION: Speaks and writes clearly and successfully; listens to others, accurately interprets messages from others and responds appropriately; asks inquiries to make clear and reveals curiosity in having two-way communication; tailors language, tone, fashion and format to match viewers; demonstrates openness in sharing data and protecting folks knowledgeable.
• PLANNING AND ORGANIZING: Develops clear objectives which are in step with agreed methods; identifies precedence actions and assignments; adjusts priorities as required; allocates acceptable period of time and sources for finishing work; foresees dangers and permits for contingencies when planning; displays and adjusts plans and actions as obligatory; makes use of time effectively.

Education

High faculty diploma or equal is required.

Job – Specific Qualification

Relevant coaching programs within the area of administration are fascinating.

Work Experience

A minimal of 5 years of progressive expertise basically workplace help together with drafting correspondence, finance and procurement is required. The minimal years of related expertise is diminished to three for candidates who possess a first-level college diploma or increased. Experience in using a pc workplace software program bundle comparable to Microsoft Office (Word Excel, Access and PowerPoint) is required. Experience working with Enterprise Resource Planning (ERP) is fascinating. Experience working in worldwide organizations is fascinating.

Languages

English and French are the working languages of the United Nations Secretariat. For the place marketed, fluency in English is required. Knowledge of one other official United Nations language is a bonus.

Assessment

Evaluation of certified candidates could embrace an evaluation train which can be adopted by competency-based interview.

Special Notice

At the United Nations, the paramount consideration within the recruitment and employment of workers is the need of securing the very best requirements of effectivity, competence and integrity, with due regard to geographic variety. All employment choices are made on the idea of {qualifications} and organizational wants. The United Nations is dedicated to creating a various and inclusive atmosphere of mutual respect. The United Nations recruits and employs workers no matter gender id, sexual orientation, race, spiritual, cultural and ethnic backgrounds or disabilities. Appointment or project in opposition to this place is for an preliminary interval of 1 yr. This place is topic to native recruitment pursuant to workers rule 4.4 of the United Nations Staff Rules. Applicants for positions within the General Service and associated classes should be licensed to work for the United Nations within the responsibility station the place the place is situated. Eligible candidates chosen from exterior the responsibility station are accountable for any bills in reference to their relocation to the responsibility station. Staff members topic to native recruitment usually are not eligible for allowances or advantages solely relevant to worldwide recruitment.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration within the employment of the workers is the need of securing the very best requirements of effectivity, competence, and integrity. Candidates won’t be thought of for employment with the United Nations if they’ve dedicated violations of worldwide human rights legislation, violations of worldwide humanitarian legislation, sexual exploitation, sexual abuse, or sexual harassment, or if there are affordable grounds to consider that they’ve been concerned within the fee of any of those acts. The time period “sexual exploitation” means any precise or tried abuse of a place of vulnerability, differential energy, or belief, for sexual functions, together with, however not restricted to, profiting monetarily, socially or politically from the sexual exploitation of one other. The time period “sexual abuse” means the precise or threatened bodily intrusion of a sexual nature, whether or not by power or below unequal or coercive situations. The time period “sexual harassment” means any unwelcome conduct of a sexual nature which may fairly be anticipated or be perceived to trigger offence or humiliation, when such conduct interferes with work, is made a situation of employment or creates an intimidating, hostile or offensive work atmosphere, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who’ve dedicated crimes apart from minor site visitors offences is probably not thought of for employment. Due regard will probably be paid to the significance of recruiting the workers on as huge a geographical foundation as potential. The United Nations locations no restrictions on the eligibility of women and men to take part in any capability and below situations of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking atmosphere. Reasonable lodging could also be offered to candidates with disabilities upon request, to help their participation within the recruitment course of. By accepting a letter of appointment, workers members are topic to the authority of the Secretary-General, who could assign them to any of the actions or places of work of the United Nations in accordance with workers regulation 1.2 (c). Further, workers members within the Professional and better class as much as and together with the D-2 stage and the Field Service class are usually required to maneuver periodically to discharge capabilities in numerous responsibility stations below situations established in ST/AI/2023/3 on Mobility, as could also be amended or revised. This situation of service applies to all place particular job openings and doesn’t apply to short-term positions. Applicants are urged to fastidiously observe all directions out there within the on-line recruitment platform, inspira, and to consult with the Applicant Guide by clicking on “Manuals” within the “Help” tile of the inspira account-holder homepage. The analysis of candidates will probably be carried out on the idea of the data submitted within the software in response to the analysis standards of the job opening and the relevant inner legislations of the United Nations together with the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and tips. Applicants should present full and correct data pertaining to their private profile and {qualifications} in response to the directions offered in inspira to be thought of for the present job opening. No modification, addition, deletion, revision or modification shall be made to functions which were submitted. Candidates below critical consideration for choice will probably be topic to reference checks to confirm the data offered within the software. Job openings marketed on the Careers Portal will probably be eliminated at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.