Org. Setting and Reporting
This position is located in the Front Office of the Spanish Translation Service (STS), Documentation Division, in the Department for General Assembly and Conference Management (DGACM). STS facilitates the deliberations and decision-making processes of the United Nations intergovernmental bodies and its conferences by providing efficient, effective and timely documentation services in Spanish. This position is under the general supervision of the Chief of Service. Responsibilities
Within delegated authority, the incumbent is responsible for the following duties:
• Performs independently and effectively the full range of office management and administrative support functions in the Service.
• Provides basic computer technical support to all staff in the Service. Upgrades software; performs basic trouble-shooting functions of computer problems in a timely manner; keeps contacts with the OICT; reports problems to its Help Desk as necessary.
• Upon instruction of the Programming Officer or the Chief, drafts correspondence for his/her signature. Types and proofreads outgoing reports, memoranda, correspondence, notices, etc.
• Provides assistance to the Chief in his/her preparation of the Performance Appraisal Reports for all staff.
• Provides substantive assistance to the Programming Officer in performing tasks related to the assignment of internal and contractual translation jobs and to the processing of documents as a whole. Operates gDoc and CMA to ensure the smooth electronic transmission and processing of documents and facilitate their timely translation.
• Maintains and updates the administrative and personnel data of the Service, including timekeeping records, with access to personal and confidential information on the staff in the processing of administrative matters.
• Compiles productivity figures for monthly or yearly statistics of the Service as a whole and for individual staff; provides other statistical information to the Director or Head of the Department as instructed by the Chief.
• Assists the Programming Officer in maintaining liaison with the Documents Management Section and other UN offices and units.
• Screens telephone calls and incoming correspondence for the Programming Officer.
• Performs, when required, other general administrative and clerical functions of the Service; prepares daily and weekly lists/schedules; makes requisitions using Umoja; maintains attendance records, etc.
• Carries out such other tasks as may be requested by the Chief; covers other General Service staff functions when the latter are absent on annual or sick leave. Competencies
• PROFESSIONALISM: Knowledge of general office and administrative support, including administrative policies and procedures, records management and filing. Ability to research, select, organize and summarize data and information required for the preparation of reports and statistics. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• 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.
• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Education
High school diploma or equivalent.
Work Experience
A minimum of five (5) years of experience in general office support or related areas is required.
Experience working with global documents management systems, such as gDoc or CMA (Contractor Management Application), is required.
Proficiency in software and IT applications such as MS Office, including Excel, is required.
Experience working in a front desk environment is desirable.
Experience in an international organization is desirable. Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in Spanish and in English is required. Knowledge of another official United Nations language is desirable. Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No Fee
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.
This vacancy is archived.