Org. Setting and Reporting

The position is located in the Office of the Director of the Policy, Evaluation and Training Division (DPET) of the Department of Peace Operations. The incumbent will report to the Director of DPET, through the Special Assistant to the Director.

The Policy, Evaluation and Training Division (DPET) is mandated to develop and disseminate the policy and doctrine guiding the work of Peacekeeping Operations. In addition, the division has the responsibility to evaluate, at the request of the heads of the departments, how those policies are being applied, gather lessons learned and best practices,
and use that information to guide the development, coordination and delivery of standardized training, so as to complete the learning cycle. DPET is also responsible for developing and maintaining strategic cooperation with various UN and external partners.

Responsibilities

Within delegated authority, the Staff Assistant will be responsible for the following duties:
• Support the Director in the overall management of activities and work flow within the Division, in accordance with established priorities, including preparation, monitoring, implementation and coordination of all components of the Division;
• Assist the Special Assistant to the Director with the drafting and editing of talking points and additional substantive documents not only for the Office of the Director, but also the Under-Secretaries-General of Peace Operations and Operational Support and the Secretary-General and Deputy Secretary-General, as part of the Division’s responsibilities to prepare such material and remarks for leadership on peacekeeping policy, doctrine, thematic, and
training issues;
• Research relevant background documentation needed for the Department of Peace Operations (DPO) leadership as well as the Executive Office of the Secretary-General with regard to policy, doctrine, best practices and training for peacekeeping;
• Establish and implement proper protocols when directly engaging with leadership of DPO and DPPA, Member States, internal and external partners and clients, given the Director’s frequent level of interaction with these stakeholders;
• Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications;
• Support the Director in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.;
• Establish/improve administrative procedures and systems to ensure smooth functioning of the Division, including electronic filing systems;
• Prepare, process and classify confidential and sensitive information and correspondence, with discretion and judgement;
• Exercise quality control functions for all outgoing correspondence and documents, proofread and edit text for format, grammar, punctuation and style to adhere to divisional and organizational styles/formats;
• Support the preparation and production of high-quality reports, complex policy documents, briefings papers, etc., applying thorough knowledge of UN system rules and regulations, policies and procedures;
• Coordinate, monitor and follow-up various tasks and deliverables assigned to sections within the Division and interact frequently with internal divisional chiefs, team leaders, and staff on behalf of the Director;
• Bring substantive and administrative matters to the attention of the Director and Special Assistant for decisions and action, providing all necessary background information;
• Manage the daily programme and representational activities of the Office of the Director, effectively prioritizing and resolving related conflicts and competing demands;
• Arrange and prepare the official travel of the Office of the Director, including all related logistical arrangements, programme and briefing material preparation;
• Support the strengthening of partnerships for peacekeeping through the arrangement of regular meetings of the Director with representatives of Member States, external partners and stakeholders, such as think tanks, academic and training institutions, as well as the participation of the Director at key events;
• Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Keep up-to-date on documents/reports/guidelines on the subject matter relating to peacekeeping policies, training, evaluation, partnerships, budgets, audit and mission reports and provide such background to the Director and other clients, as needed;
• Support the Director and the Special Assistant with all human resource management issues including recruitment, preparing vacancy announcements, job classifications, administering tests, preparing short lists and interview schedules, note-taking and all associated tasks required for recruitment and selection processes and act as the Divisional Focal Point for all human resource matters,
• Monitor and review status of travel and other expenditures and allotments for the Office of the Director through the use of existing databases and creation of other monitoring tools, as needed;
• Assist in the preparation of project proposals, related budget and resource requests, including for travel, workshops and other high-level activities funded from the Peacekeeping Support Account and extra-budgetary sources;
• Support the preparation of divisional budget documents, including results based budgets (RBB) and programme performance reports;
• Perform other duties as assigned

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. 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.

Planning and 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.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven years progressively responsible experience in general office support, administration or a related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher.

Experience in drafting and editing official correspondence is required.

Experience working with Enterprise Resource Planning (ERP) Systems such as Umoja is
desirable.

Experience working directly with senior officials in an international organization is desirable.

Experience in a front office environment is desirable.

Experience in human resources is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both oral and written English is required. Knowledge of French is desirable. 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 364 days. 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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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.