This post is located in the offices of the Federation of International Civil Servants’ Associations (FICSA), which is a federated group of 30 staff associations/unions from organizations belonging to the United Nations (UN) common system (otherwise known as full members) and 17 associate members from other international organizations. FICSA fosters the development of the international civil service in accordance with the principles set forth in the UN Charter and the constitutions of the specialized agencies. The Federation aims to defend staff rights; ensure that equitable conditions of service for all common system staff are maintained at a level which will ensure the recruitment and retention of the most qualified people; and contribute to building a positive image of the international civil service.
The Staff Assistant will provide direct assistance to the FICSA General Secretary.
Within delegated authority and under the supervision of the FICSA General Secretary, the incumbent will be responsible for the following duties :
1. Adheres to standard operating procedures regarding office administration to ensure smooth and efficient information flow, effective office and record management, and administrative support to supervisors through the use of the digital and functional base classification filing system; including:
a. confidential handling of sensitive information, drafting simple communications, coordinating receipt of responses, monitoring, follow-up and flagging processes and schedules to supervisors and Executive Committee members;
b. general assistance to FICSA Members when requested, channels complex requests to relevant ExCom member for response.
2. Manages and organizes travel and logistics including hotel and air-ticket reservations, prepares and submits or processes administrative requests/documents (e.g., travel requests/authorizations including the DSA, expense claims, vouchers, visa applications, etc.) for supervisors and Executive Committee members, and office supply and equipment orders.
3. Provides administrative support and works on FICSA activities and services (meetings, training workshops, etc.), special projects and events, FICSA Councils.
4. Assists the Information Officer in managing surveys/questionnaires carried out by FICSA.
5. Assists in the research, compilation and summary of background materials for use in the preparation of reports, briefs, speeches, etc.
6. Keeps standard operating procedures up to date and suggests improvements to work processes. Documents missing processes and procedures for business continuity and future use.
7. Performs other duties as assigned.
PROFESSIONALISM : Knowledge of general office and administrative support including administrative policies, processes and procedures. Knowledge of staff representation activities within the UN Common System. Excellent organizational skills; initiative, dependability, and accuracy. Demonstrable tact and discretion in relations with external parties; aptitude for processing enquiries from FICSA’s Membership. Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs and perform a broad range of office administrative functions. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to identify opportunities to improve operational efficiency. 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 on-going 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.
Completion of secondary school or its equivalent commercial school.
At least five years in general office support functions related to staff representation activities within the UN common system is required.
Experience working with modern online tools such as Enterprise Resource Planning (ERP) systems, collaboration tools such as Office 365, SharePoint and/or other web-based applications are required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is an advantage. Knowledge of Spanish is also an advantage.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
The appointment against this position is limited to FICSA.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
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.
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.