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Job Opening
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Posting Title: |
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EXECUTIVE SECRETARY, D2
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Job Code Title: |
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EXECUTIVE SECRETARY
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Department/ Office: |
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United Nations Office at Geneva
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Duty Station: |
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GENEVA
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Posting Period: |
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12 February 2015-12 April 2015
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Job Opening number: |
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15-ADM-UNOG-40066-D-GENEVA (R)
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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 Executive Secretary assists the Joint Inspection Unit. The incumbent is appointed by the Secretary General after consultation with the Unit and the Chief Executives Board for Coordination (CEB). The Unit may provide feedback on the incumbent’s performance to the Secretary-General. The Inspectors, through the Chairman, provide general guidance to the incumbent who reports back accordingly. He/She is responsible for managing the staff as well as to ensure effective and timely support of the work of the Unit.
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Responsibilities
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•Provides assistance and administrative support services to the Inspectors in the discharge of their duties.
•Manages and supervises the JIU Secretariat, including the work of staff assigned to assist Inspectors in the preparation of their outputs;
•Manages the human, financial and other resources of the JIU Secretariat in compliance with UN Regulations and Rules;
•Under the guidance of the Chair prepares the draft proposed programme budget of the JIU for consideration by the Unit and participates in its consideration by the appropriate advisory and legislative bodies;
•Supports the Unit in monitoring the implementation of its annual Programme of Work;
•Supports efforts of the Unit towards resource mobilization;
•Assists and advises the Inspectors, as required, on the content and preparation of reports, notes and confidential letters;
•Advises the teams on issues of compliance with the requirements contained in the technical tools, norms and standards in force adopted by the Unit.
•Prepares substantive documents for consideration by the Unit including the draft Programme of Work and the draft Annual Report;
•Participates in the meetings of the Unit, as required, and provides technical and substantive support;
•Liaises with the JIU participating organizations in relation to the Programme of Work of the Unit and to administrative issues, keeps the Unit updated on developments in the participating organizations and relations with them, and provides support to Inspectors in their interactions with the participating organizations;
•Maintains the JIU web-based tracking system for the follow-up of the recommendations of the Unit;
•Ensures the optimal use of information technology;
•Submits to the Unit an annual report on the activities of the Secretariat.
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Competencies
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PROFESSIONALISM:
- Excellent drafting ability
- 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.
COMMUNICATION:
- Speaks and writes clearly and effectively
- Listens to others, correctly interprets messages from others and responds appropriately
- Asks questions to clarify, and exhibits interest in having two-way communication
- Tailors language, tone, style and format to match the audience
- Demonstrates openness in sharing information and keeping people informed
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.
For Managerial Positions:
VISION:
-Identifies strategic issues, opportunities and risks.
-Clearly communicates links between the Organization’s strategy and the work unit’s goals.
-Generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction
-Conveys enthusiasm about future possibilities.
JUDGEMENT/DECISION MAKING:
-Identifies the key issues in a complex situation, and comes to the heart of the problem quickly
-Gathers relevant information before making a decision
-Considers positive and negative impacts of decisions prior to making them
-Takes decisions with an eye to the impact on others and on the Organization
-Proposes a course of action or makes a recommendation based on all available information
-Checks assumptions against facts
-Determines that the actions proposed will satisfy the expressed and underlying needs for the decision
- Makes tough decisions when necessary.
MANAGING PERFORMANCE:
- Makes sure that roles, responsibilities and reporting lines are clear to each staff member
- Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills
- Monitors progress against milestones and deadlines
- Regularly discusses performance and provides feedback and coaching to staff
- Encourages risk-taking and supports creativity and initiative
- Actively supports the development and career aspirations of staff.
- Appraises performance fairly
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Education
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Advanced university degree (Master’s degree or equivalent) in business administration, public administration, law, economics, social science or in a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
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Work Experience
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• At least 15 years of progressively responsible experience at professional level in the areas of oversight (inspection, evaluation, audit, and investigation), management, administration, finance, programme management, programme planning and / or budgeting is required.
• At least 5 of the 15 years of work experience should have been at senior management level in one or more organizations of the United Nations system or in similar international/multilateral/intergovernmental organizations is required.
• At least 3 of the 15 years of work experience as head/deputy of department/office/unit in one or more oversight areas of inspection, evaluation, audit and investigation is required.
• Experience with key programme and management issues in the United Nations system is required.
• Experience with the interpretation of financial and staff regulations and rules and related policies in the United Nations system is required.
• A track record of successfully managing staff in a multicultural environment is required.
• Working with several United Nations organizations is desirable.
• Field experience is desirable.
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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 English (oral and written) is required. Knowledge of French is desirable. Knowledge of other UN official languages is an advantage.
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Assessment
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Evaluation of qualified candidates may include an assessment exercise which may be preceded by competency-based interview.
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Special Notice
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The Joint Inspection Unit(JIU) is the only independent external oversight body of the United Nations system mandated to conduct evaluations, inspections and investigations system-wide. The JIU is responsible to the General Assembly and to the competent legislative organs of those specialized agencies and other organizations within the United Nations system that accept its statute. It is a subsidiary organ of the legislative bodies of the organizations.
Applicants from other organizations within the United Nations system that have accepted the JIU statute will be considered internal candidates for this position, provided they have been appointed through the normal appointment and promotion procedures applicable in their organizations.
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United Nations Considerations
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Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.
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.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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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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