Functional Title & Level:              Staff Assistant, GS-5

Duty Station:                                 Port-au-Prince

Posting Period:                             17 November - 01 December 2021

Job Opening Number:                  BINUH-VA-2021-006

Special Notice

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

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.

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. 

This position is located within the United Nations Integrated Office in Haiti (BINUH). The Staff Assistant reports to the Senior Staff Assistant in the Office of the Special Representative of the Secretary-General (SRSG). 

Responsibilities 

Within delegated authority, the Staff Assistant at the GL-5 level will be responsible for the following duties:

● Assists in the overall administration of the section/unit i.e. provides substantive and administrative assistance in managing priorities and work flow of the manager and of the work unit; assists in coordinating and monitoring of 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.

● Provides assistance in compiling and analyzing basic data from a variety of sources, summarizing and presenting conclusions for review by the manager.

● Serves as a communications link between supervisor O/Chief of Staff and senior 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.

● Provides assistance in time management and scheduling on behalf of the manager with appropriate consultation  as  required;  effectively  prioritizes  and  resolves  related  conflicts  and  competing demands.

● Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to the 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.

● Provides assistance to the manager in preparing presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

● Provides  assistance  in  improving  administrative  procedures  and  systems  to  ensure  smooth functioning of the department, including filing (paper and electronic) systems.

● 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.), including protocol tasks as may be required.

● 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.).

● Provides assistance to the Senior Staff Assistant in exercising quality-control functions for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.

● Assists the Senior Staff Assistant in maintaining the calendar and schedule of the SRSG; monitors

changes and communicates relevant information to appropriate staff inside and outside the O/SRSG.

● 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. 

Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Education 

High school diploma or equivalent is required. Work Experience 

A minimum of five (5) years of progressively responsible experience in the field in administrative services or other related area. Solid computer skills including proficiency in word processing and spreadsheets is required.

Languages

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

Assessment

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