Org. Setting and ReportingThis position is located in the Office of the Vice Chairman of the International Civil Service Commission. The incumbent reports directly to the Vice-Chairman of the Commission and is expected to be present in the office five days per week. ResponsibilitiesThe Senior Staff Assistant is responsible for the following duties: • Provides substantive and administrative support services to the Vice-Chairman of the International Civil Service Commission, ensuring proper coordination between the Vice-Chairman and senior officials in the ICSC secretariat as well as with senior officials in the UN System Secretariats; • Compiles and analyzes basic data from a variety of sources, outside and within the ICSC, summarizing and presenting conclusions for review by the Vice-Chairman; • Follows up on meetings of UN bodies as assigned and prepares briefing notes and minutes of meetings for the Vice-Chairman and ensures their confidentiality; • Obtains documents for meetings of the Vice-Chairman with Commission members, Permanent Representatives, senior government and UN system officials; • Takes full responsibility for time management and scheduling of meetings on behalf of the Vice Chair with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands; • Undertakes representational duties on behalf of the Vice Chair, to include serving as first point of contact and liaison with senior officials internally and externally; • Screens and prioritizes all incoming correspondence in the office of the Vice Chair; compiles relevant background documents and references; identifies issues requiring the Vice Chair’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; • Supports the Vice Chair in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.; • Makes all necessary travel arrangements for the Vice-Chairman and ensures that all concerned are properly informed of the Vice Chair’s visits and schedule; • 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.); • Handles a wide range of administrative duties/processes (e.g. timesheets, travel arrangements, visa applications, expense reports, telecommunications charges, conference room bookings, etc.); • Maintains official documentation for the office of the Vice Chair; uses standard word processing package to produce a wide variety of large, complex documents and reports; • Provides substantive support to other divisions within ICSC. CompetenciesProfessionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures as well as experience using the travel module in Umoja or similar ERP system. 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. 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 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of 7 years of experience in general office support or related area is required. At least one year of transactional experience in an ERP system, such as Umoja, is required. Experience in drafting formal reports or talking points is required. Experience in servicing intergovernmental meetings is required. Experience working with spreadsheets and database management is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.