Functional Title & Level:              Staff Assistant, GS-6

Duty Station:                                 Port-au-Prince

Contract Type:                              Temporary

Posting Period:                               17 November - 01 December 2021

Duration:                                       Initial period of 3 Months with possibility of extension

Job Opening Number:                   BINUH-TJO-2021-001

Special Notice

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

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.

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 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 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.