Under the direct supervision of the Manager, HCSU the incumbent will perform the following functions:
Responsibilities
1. Performs general office administrative tasks related to the day to day running of the Unit:
a) leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), including preparing and/or processing of administrative requests/documents (e.g. requisitions, transport requests, overtime expenditure authorizations, etc.).
b) Reviews, records, routes and/or processes incoming/outgoing mail and other documents;
c) Maintains calendar/schedules, prepares internal meeting minutes; tracks and follows-up pending actions.
d) Monitors daily press for notices affecting the functioning of HCSU.
e) Uses the UN standard Office software package to produce a variety of routine correspondence, generates a variety of standard reports, tables, charts, graphs, etc.; Compiles and organizes information and pertinent background material from various sources for reports, work plans, briefings, meetings, etc.
f) Assists in the verification of requisite documents, approvals, signatures, etc. to ensure compliance with relevant GoK requirements; proofreads documents for completeness and grammatical and typographical accuracy and edits texts for adherence to established formatting standards.
g) Monitors internal work processes and schedules relating to the unit’s outputs and tasks; assists in compiling and updating standard operating procedures, monitors changes in the latter and communicates relevant information to appropriate staff inside and the Unit;
h) Responds or drafts responses to routine correspondence and other communications, uses standard work processing package to produce a wide variety of large, complex documents and reports.
i) Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
j) Generates a variety of standard statistical and other reports, work orders, etc., using various databases. Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
2. Acts as the client focal point for the Unit a) Screens phone calls and visitors; responds to information requests and inquiries and as necessary, refers them to appropriate staff for handling. b) Collects, sorts and issues processed documents ready for collection by the client at the main reception desk; c) Updates and maintains the HSCU client distribution/contact lists/databases; assembles documents, reports and other materials for dissemination to staff and clients of the Unit; d) Assists the clerk in maintaining files (both paper and electronic), the data-entry clerk in maintaining the databases for the Unit; performs basic data entry and extraction functions; e) Assists the inventory focal point as and when required.
3. Responsible for new staff joining the Unit a) Coordinates the provision of furniture, IT equipment, name signs, telephone and stationary, etc. b) Acquaints new staff with HCSU Standard Operating Procedures, provides guidance to new staff on general office processes and procedures, computer applications, etc. c) Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. Assists in the preparation of presentation materials using appropriate technology/software. d) Maintains files (both paper and electronic) and databases for work unit. Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
4. Stands in for the Liaison Assistant/Clerk(s) when they are absent/indisposed. 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.
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.
Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or completion of secondary school is required. Formal training in diplomatic protocol will be an added advantage.
Work Experience
A minimum of three years of progressively responsible experience in Maintaining files (both paper and electronic) and database or related.area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written 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 competency-based interview.
Special Notice
• This position is temporarily available for three months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
