This position is located in the Office of the Director of Administration, United Nations Office at Geneva. The incumbent reports directly to the Director of Administration.
The incumbent (1) provides support and policy advice to the Director of Administration in the execution of his/her mandate, including preparing policy analysis and papers, talking points and communication materials; (2) provides coordination and liaison support and advice, including acting as Secretary of the Chiefs of Service Meetings and focal point for specific issues, as well as representing the Director of Administration on taskforces, working groups; and (3) assists in the administration and management of Office of the Director of Administration.
Within delegated authority, the incumbent will be responsible for the following duties:
Administration and management of the Office of the Director of Administration (ODOA)
•Serves as point of entry for all incoming correspondence
•Drafts, or supervises the drafting of, substantive correspondence, memoranda, notes verbales and other communications for the Director of Administration or, of applicable, for the DG’s signature, including material of a confidential nature.
•Leads in the formulation and implementation of the ODOA workplan and budget, including monitoring progress against targets.
•Provides guidance and direction for the development and issuance of communication materials of the ODOA
•Assists in planning and organizing the Director of Administration’s missions, provides advice, prepares talking points and background materials, as necessary; accompanies the Director of Administration, as requested.
•Contributes to the continuous development and strengthening of office procedures and practices.
•Contributes to compilation and drafting of correspondence, memos and other recommendations relating to the full range of human resources and budgetary issues for the ODOA.
•Serves as focal point for audit matters.
•Supervises General Service staff, as necessary.
•Serves as Certifying Officer for the ODOA.
•Carries out other ad hoc tasks, as may be required by the Director of Administration
Support and policy advice
•Provides dedicated support and policy advice to the Director of Administration in the discharge is his responsibilities.
•Identifies emerging issues and monitors trends relating to the Director of Administration’s duties and responsibilities, undertakes research and provides analysis and recommendations on possible action.
•Contributes to strategic and policy planning, including reviewing, coordinating and preparing policy notes, formulating options to address complex issues and developing strategic proposals.
•Provides policy advice and support to the Director of Administration in connection with meetings, including contributing to compilation of background notes, briefing papers and talking points, as well as preparing notes on the meetings and as required, drafting reports/notes to the Director-General and/or senior UN officials on the results, including providing advice on any recommendations in this respect.
•Participates in meetings, conferences and seminars on issues relating to the Division of Administration mandate, keeps the Director of Administration abreast of developments and provides recommendations on possible action.
•As requested, contributes to the planning and preparation of UNOG and Division of Administration townhalls, assists with the preparation of official visits, including, as necessary, providing suggested background material and drafting talking points for the Director-General.
Coordination, liaison support and advice
•Acts as Secretary of the Division of Administration Service Chief Meetings, the LCC, the LPSB, and other boards, including preparing talking points and summaries, meeting minutes, and monitoring follow-up action points.
•Acts as focal point for select UNOG-wide contributions to evaluations and reports to Departments at UNHQ, liaising with UNOG and UNHQ and drafting relevant elements, as necessary.
•Acts as focal point for events at UNOG, or other venues.
•Prepares talking points and/or background material for the participation in regular meetings of the Director-General’s Senior Management Meeting, the SMG and other coordinating mechanisms.
•As requested, represents the ODOA on UNOG-wide taskforces and working groups.
•Maintains liaison with counterparts within the UN system, other international organizations, Permanent Missions, and other stakeholders.
Professionalism: Knowledge of administrative policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Proven writing skills. Solid knowledge of the work of the United Nations is essential. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 the audience. Demonstrates openness in sharing information and keeping people informed.
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.
Advanced university degree (Master’s degree or equivalent degree) in business administration, management, social affairs, communication or a related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work ExperienceA minimum of seven years of progressively responsible experience in business management, project or programme management, international administration, coordination or communication is required. Several years of experience in providing policy advice and helping senior officials articulate policy guidance, including proven writing skills, are required. Experience in a multi-cultural, international setting is desirable. Experience in working directly with and assisting senior officials in an international organization is desirable. Experience in working with an Enterprise Resources Planning System is desirable. Experience in internal communications is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French is required.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice• This position is temporarily available until 31 of December 2019, with possibility of extension. 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.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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.