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Job Opening
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Posting Title: |
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Senior Staff Assistant, G6
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Job Code Title: |
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STAFF ASSISTANT
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Department/ Office: |
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Economic and Social Commission for Asia and the Pacific
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Duty Station: |
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BANGKOK
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Posting Period: |
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21 March 2014-19 April 2014
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Job Opening number: |
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14-ADM-ESCAP-33557-R-BANGKOK (O)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote regional cooperation for inclusive economic and social development in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership, through its analytical, normative and technical cooperation, to respond to the development priorities and changing needs of the Asian and Pacific region.
The main mission of the Environment and Development Division of ESCAP is to integrate environmental sustainability in economic and social development and enhance regional cooperation on environment, energy and water resources management as well as urban development, including the application of the green growth or environmentally sustainable economic growth approach, as well as other effective policy initiatives, for inclusive and sustainable development in Asia and the Pacific.
This position is located in the Office of the Chief, in the Environment and Development Division. The incumbent reports to the Chief of the Division.
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Responsibilities
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Under the direct supervision of the Chief of the Division, the incumbent is required to perform the following functions:
1. Provides general office support to the Division Chief.
2. Serves as a communications link between Division Chief and senior staff of the division; on behalf of Division Chief, keeps staff informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Division Chief.
3. Takes full responsibility for time management and scheduling on behalf of Division Chief with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
4. Serves as first point of contact and liaison with Division Chief and senior officials internally and externally.
5. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Division Chief’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
6. Reviews outgoing correspondence and verifies accuracy and commitments, as well as ensures conformity with established procedures, accuracy of statements for signature of the Division Chief.
7. 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.
8. Establishes/improves administrative procedures and systems to ensure smooth functioning of the Division, including filing (paper and electronic) systems.
9. Organizes official receptions, handling necessary arrangements (room reservations, guests/participant lists, special equipment, etc.)
10. Handles a wide range of general administrative duties/processes (e.g. focal point of the Division on leave and attendance records, timesheets, travel arrangements and visa applications for Division Chief, service and supply requisitions, conference room bookings, etc.).
11. Exercises quality control functions for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
12. Oversees office supply, inventory records of office automation, furniture & equipments, including requests for repair/relocation.
13. Uses standard word processing package to produce a wide variety of large, complex documents and reports.
14. Performs other duties as assigned.
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Competencies
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• Professionalism: Ability to perform a broad range of administrative functions, such as travel, budget, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
• 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.
• Planning& 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.
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Education
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High school diploma or equivalent is required; first level university degree is an asset. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.
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Work Experience
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A minimum of seven years of experience in general administrative services, human resources, general office support, or related area is required. Experience within the United Nations Common System is preferable. Knowledge of EPR Systems such as IMIS or SAP, web-based people soft applications IMIS, Inspira, and IPSAS is desirable.
Relevant IT skills, including familiarity with Microsoft Office is required.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another UN official language is an advantage.
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Assessment
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Qualified applicants will be evaluated through a competency-based interview and/or other assessment methods.
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Special Notice
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Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station. The candidate is responsible for any expenses incurred in order to take examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
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United Nations Considerations
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The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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No Fee
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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.
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