Temporary Job Opening

Functional Title & Level:  Senior Staff Assistant, GS-6
Duty Station:                      Port-au-Prince
Posting Period:                  26 February – 11 March 2020
Duration:                             6 months
Job Opening Number:       BINUH-TJO-2020-002

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply. 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.

Candidates who are successful in the assessment process will be placed on the roster. Candidates who are not successful during the assessment will not be placed on the roster. They will be notified at a later stage. Placement on the roster does not guarantee selection.

All applicants who consider themselves qualified and meeting the minimum requirements of this Vacancy Announcement (VA), should submit their fully completed and signed P11 via email at binuhrecruitmentteam@un.org. Blank P11 and supplementary sheets are available on our BINUH website at https://binuh.unmissions.org/.

Important: Please pay attention to the instructions on the VA when applying for the VA which will include functional title and the VA number. Incorrect submissions will not be considered. Applicants will be held responsible for misrepresentation/omission of information on their signed P11 applications.

Organizational Setting and Reporting

The United Nations Integrated Office in Haiti (BINUH) was established by Security Council resolution 2476 and is mandated to promote and strengthen political stability and good governance; including the rule of law, preserving and advancing a peaceful and stable environment, supporting an inclusive inter-Haitian national dialogue, and protecting and promoting human rights in Haiti.

The Senior Staff Assistant (GS-6) reports to the Chief of Staff in the Office of the Special Representative of the Secretary-General (SRSG).

Responsibilities

Within delegated authority, the Senior Staff Assistant will be responsible for the following duties:

• Assists the Chief of Staff in the overall administration of the Office of the SRSG, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Compiles and analyzes basic data from a variety of sources (including UMOJA), summarizing and presenting conclusions for review by manager.
• Serves as a communications link between supervisor and senior staff; on behalf of the Chief of Staff, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Takes full responsibility for time management and scheduling on behalf of the Chief of Staff with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the Chief of Staff, to include serving as first point of contact and liaison with senior officials internally and externally.
• Assists visiting delegations as regards to appointment, accommodation, immigration formalities and visa;
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• Independently handles 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.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
• Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Prepares, processes and classifies confidential information.
• Oversees and manages Mission records and archives by ensuring they are properly stored and safe-guarded and available for reference by authorized staff members.
• Establishes procedures to ensure sufficient information is captured, and to manage the Mission’s records and archives.
• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
• Performs other duties as assigned.

Competencies
• Professionalism: Shows pride in work and 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.

• Client and 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.

• 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.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of seven (07) years of progressively responsible experience in administrative services or other related area. Previous experience with a UN entity is desirable. Experience with an Enterprise resources planning (ERP) business process management software is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English and French is required. Fluency in Haitian Creole is desirable.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.