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

Organizational Setting and Reporting

This place is situated within the Passport and Visa Team of the Travel Unit within the Travel and Transportation Section (TTS), Facilities and Commercial Activities (FCAS), Division of Administration (DOA), Department of Operational Support (DOS) at United Nations Secretariat. The Department of Operational Support (DOS) offers operational assist to UN Secretariat entities globally, together with advisory, operational and transactional assist companies and, the place wanted, workouts delegated authority on behalf of purchasers. DOS helps the whole UN Secretariat, consisting of just about 100 entities situated across the globe. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complicated, striving to supply efficient and environment friendly planning, administration, upkeep and operation for all current bodily amenities and property on the UN Headquarters, New York. FCAS additionally helps workplace and convention amenities, property administration, journey and transportation companies, 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 companies at UN Headquarters (journey, shipments administration, UN journey paperwork (e-UNLP & UN Certificates), visas and host nation companies, native transportation, supplies administration and UNHQ storage operations. The incumbent studies administratively to the supervisor of the unit and underneath the general steerage of the Chief of the Travel Unit.

Responsibilities

Under the direct supervision of the supervisor of the Passport and Visa Team, The Team Assistant will likely be accountable for the next duties:

• Performs a variety of workplace assist and administrative features.
• Responds or drafts responses to routine correspondence and different communications; makes use of commonplace phrase processing bundle to supply all kinds of enormous, complicated paperwork and studies.
• Monitors processes and schedules the unit’s outputs, merchandise, duties, and many others.; the place relevant, assists within the verification of receipt and accuracy of requisite paperwork, approvals, signatures, and many others. to make sure compliance with related authorized, monetary and different necessities.
• Researches, compiles and organizes info and reference supplies from numerous sources for studies, work plans, research, briefings, conferences/conferences, and many others.
• Generates quite a lot of commonplace statistical and different studies, work orders, and many others., utilizing numerous databases.
• Proofreads paperwork and edits texts for accuracy, grammar, punctuation and elegance, and for adherence to established requirements for format.
• Screens telephone calls and guests; responds to reasonably complicated info requests and inquiries (e.g. solutions requests requiring file search, and many others.), and as needed, refers inquiries to acceptable personnel for dealing with.
• Assists within the upkeep of internet sites by scanning, changing and posting quite a lot of paperwork onto the location.
• Assists within the preparation of presentation supplies utilizing acceptable expertise/software program.
• Maintains calendar/schedules; displays adjustments and communicates related info to acceptable employees inside and out of doors the fast work unit.
• Performs knowledge entry and extraction features.
• Reviews, data, distributes and/or processes mail and different paperwork; follows-up on impending actions.
• Updates and maintains giant distribution lists; displays, prepares and distributes numerous supplies, studies, the place attainable utilizing digital codecs; coordinates cargo preparations, courier companies, and many others.

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• Performs normal administrative duties (e.g. go away and attendance recording, statistics, and many others.
• Maintains recordsdata (each paper and digital) and databases for work unit.
• Assists in offering software program and workplace tools assist.
• Provides steerage to much less skilled employees on normal workplace processes and procedures, laptop purposes, and many others.
• Performs different duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of normal workplace and administrative assist together with administrative insurance policies, processes and procedures. Shows delight 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 relatively than private issues; reveals persistence when confronted with tough issues or challenges; stays calm in demanding conditions. Commitment to implementing the purpose of gender equality by making certain the equal participation and full involvement of men and women in all features of labor.
• TEAMWORK: Works collaboratively with colleagues to realize organizational targets; solicits enter by genuinely valuing others’ concepts and experience; is keen to be taught from others; locations crew agenda earlier than private agenda; helps and acts in accordance with last group determination, even when such choices could not completely replicate personal place; shares credit score for crew accomplishments and accepts joint duty for crew shortcomings.
• CLIENT ORIENTATION: Considers all these to whom companies are supplied to be “clients” and seeks to see issues from purchasers’ viewpoint; establishes and maintains productive partnerships with purchasers by gaining their belief and respect; identifies purchasers’ wants and matches them to acceptable options; displays ongoing developments inside and out of doors the purchasers’ setting to maintain knowledgeable and anticipate issues; retains purchasers knowledgeable of progress or setbacks in tasks; meets timeline for supply of services or products to consumer.

Education

High college diploma or equal is required.

Job – Specific Qualification

Not out there.

Work Experience

A minimal of three years of progressively accountable skilled expertise on the whole workplace assist or associated space is required. The minimal years of related expertise is diminished to 1 12 months for candidate who possess a first-level college diploma or larger. Experience in journey paperwork or visa processing companies is fascinating. Experience in dealing with receipt and cargo of enormous portions of delicate paperwork 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 embody an evaluation train which can be adopted by competency-based interview.

Special Notice

• This place is briefly out there till 30 June 2025, with risk of extension. If the chosen candidate is a employees member from the United Nations Secretariat, the choice will likely be administered as a brief task.
• While this momentary task could present the profitable applicant with a chance to achieve new work expertise, the choice for this place is for a restricted interval and has no bearing on the longer term incumbency of the publish.
• This momentary job opening could also be restricted to “internal candidates,” who’ve been recruited by a aggressive examination administered in keeping with employees rule 4.16 or employees choice course of together with the evaluate of a central evaluate physique established in keeping with employees rule 4.15.
• Staff members of the United Nations widespread system organizations who will attain the obligatory age of separation or retirement inside the length of the present momentary want interval are usually not eligible to apply. Submitting an utility or choice for the present momentary job opening doesn’t delay or improve the obligatory age of separation.
• Retirees above the obligatory age of separation who want to be thought-about for the present momentary job opening should point out the rationale for their final separation as “retirement.” Such retirees shall not be employed by the Organization, except (a) the operational necessities of the Organization can’t be met by employees members who’re certified and out there to carry out the required features; and (b) the proposed employment wouldn’t adversely have an effect on the profession growth or redeployment alternatives of different employees members and represents each a cheap and operationally sound answer to satisfy the wants of the service.
• At the United Nations, the paramount consideration within the recruitment and employment of employees 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 premise of {qualifications} and organizational wants. The United Nations is dedicated to creating a various and inclusive setting of mutual respect. The United Nations recruits and employs employees no matter gender id, sexual orientation, race, spiritual, cultural and ethnic backgrounds or disabilities.
• This place is topic to native recruitment pursuant to employees rule 4.4 of the United Nations Staff Rules. Applicants for positions within the General Service and associated classes have to be approved to work for the United Nations within the responsibility station the place the place is situated. Eligible candidates chosen from outdoors the responsibility station are accountable for any bills in reference to their relocation to the responsibility station. Staff members topic to native recruitment are usually not eligible for allowances or advantages completely 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 employees is the need of securing the very best requirements of effectivity, competence, and integrity. Candidates won’t be thought-about for employment with the United Nations if they’ve dedicated violations of worldwide human rights regulation, violations of worldwide humanitarian regulation, sexual exploitation, sexual abuse, or sexual harassment, or if there are cheap grounds to imagine 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 pressure or underneath unequal or coercive circumstances. The time period “sexual harassment” means any unwelcome conduct of a sexual nature which may moderately 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 setting, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who’ve dedicated crimes apart from minor visitors offences is probably not thought-about for employment. Due regard will likely be paid to the significance of recruiting the employees on as vast a geographical foundation as attainable. The United Nations locations no restrictions on the eligibility of women and men to take part in any capability and underneath circumstances of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking setting. Reasonable lodging could also be supplied to candidates with disabilities upon request, to assist their participation within the recruitment course of. By accepting a letter of appointment, employees 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 employees regulation 1.2 (c). Further, employees members within the Professional and better class as much as and together with the D-2 degree and the Field Service class are usually required to maneuver periodically to discharge features in numerous responsibility stations underneath circumstances 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 momentary positions. Applicants are urged to fastidiously comply with all directions out there within the on-line recruitment platform, inspira, and to discuss with the Applicant Guide by clicking on “Manuals” within the “Help” tile of the inspira account-holder homepage. The analysis of candidates will likely be performed on the premise of the data submitted within the utility in keeping with the analysis standards of the job opening and the relevant inside 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 pointers. Applicants should present full and correct info pertaining to their private profile and {qualifications} in keeping with the directions supplied in inspira to be thought-about for the present job opening. No modification, addition, deletion, revision or modification shall be made to purposes which were submitted. Candidates underneath severe consideration for choice will likely be topic to reference checks to confirm the data supplied within the utility. Job openings marketed on the Careers Portal will likely 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.