Org. Setting and Reporting

This position is located in the Office of Deputy Special Representative of the Secretary General (DSRSG) of the United Nations Interim Administration Mission in Kosovo (UNMIK), based in Pristina. The Senior Staff Assistant reports to Deputy Special Representative of the Secretary General (DSRSG).

Responsibilities

Under the supervision of the Deputy Special Representative of the Secretary-General (DSRSG) and reporting to the DSRSG Special Assistant, the Senior Staff Assistant provides high quality administrative, management and secretariat support to the DSRSG and ensures the effective and smooth flow of work within the Office of SRSG with other colleagues.

Within the limits of delegated authority, the Senior Staff Assistant to the DSRSG will perform the following duties:

• Manage the calendar of meetings and appointments of the DSRSG and tentative agenda of his/her commitments. Follow up on invitations, changes of dates and/or venues of meetings and deadlines for submission of speeches, presentations, credentials, press articles, etc.
• Receive and request appointments, receive high-ranking visitors, and prepare relevant material for such appointments/meetings and coordinate visits with OSRSG/DSRSG Special Assistants.
• Notify all relevant professional staff of daily appointments and coordinate the attendance of the necessary staff.
• Read all incoming and outgoing correspondence, determine the priority to be given to documents and where necessary consult the DSRSG.
• Prepare correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature as assigned by the DSRSG.
• Establish and maintain a filing system for DSRSG’s correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.
• Prepare and administer the DSRSG’s travel programme, collect folders for business trips and meetings. Keep others informed by conveying directives, reports, status updates and other relevant information, bring sensitive and urgent matters to the attention of DSRSG.
• Assist in the overall administration of the Mission, providing substantive and administrative support in managing priorities and workflow in the office of the DSRSG, coordinate multiple and diverse activities and work processes to ensure management of directives and decisions.
• Handle a wide range of administrative duties and processes, leave requests, attendance record, travel arrangements, visa applications, expense statements, telecommunication charges, equipment purchase, service and supply requisitions, conference rooms booking, etc;
• Serve as communications link between supervisor and other staff on behalf of supervisor.
• Screen and prioritize all incoming correspondence, compiling relevant background documents and references, identifying issues requiring the DSRSG’s attention and referring others to relevant officers for appropriate disposition, monitoring and following up actions to be taken.
• Perform other duties as assigned.

Competencies

Professionalism: 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.

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 audience; demonstrates openness in sharing information and keeping people informed.

Planning & 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 eight years of progressively responsible experience in administrative services, finance, budget, accounting, audit, human resources, or related area is required.

Experience working in the front office of the senior public official it is desirable.

Experience liaising with high-ranking officials, representatives of the diplomatic community or NGOs is desirable.

Previous working experience in a United Nations Common System or similar international organization is desirable.

Knowledge of the Enterprise Resource Planning (ERP) systems, such as Umoja or similar is desirable.

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

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

Job openings advertised on the Careers Portal will be removed 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.