UNSCO/Team Assistant

 

The Office of the United Nations Special Coordinator for the Middle East Peace Process (UNSCO) invites applications for the following position:

TITLE: Team Assistant
LEVEL: GS-4
DUTY STATION: Jerusalem

Description of Duties and Responsibilities:

Under the general supervision of the Chief of Staff, the incumbent is responsible for the following functions:
-Provide administrative and secretarial support to the Chief of Staff, Chief Regional Affairs Unit and Chief Coordination Unit and to the whole Units as required;
-Review incoming and outgoing correspondence and distribute or take appropriate action as directed by the Chief of Staff and Chiefs of Units;
-Draft routine correspondence and faxes;
-Establish and maintain a filing system;
-Make appointments and keep schedule for the Chief of Staff and Chiefs of Units;
-Assist Chief of Staff and Chiefs of Units in ensuring prompt follow-up to staff management responsibilities and requests;
-Create and maintain up to date lists for outgoing reports, documents, etc;
-Create and maintain a data base of contacts;
-Coordinate with Administration/follow up on administrative arrangements and forms related to the official travel of Chief of Staff and of Chiefs of Units as required;
-Acts as Personal Assistant to the Special Coordinator or Deputy Special Coordinator, as and when required;
-Perform other related administrative duties as required.

Competencies:

1-Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
2-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 audience; demonstrates openness in sharing information and keeping people informed.
3-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.
4-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.
5-Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
6-Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
7-Client 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.
8-Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
9-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.

Qualifications and Experience:

-A high school diploma or equivalent is required. Post-Secondary education at college, university or specialized training institution is desirable. Nature of specialized training should include office management, business administration, technical and communications skills.

-Relevant working Experience:
At Least 3 years relevant experience and a high level of demonstrated Analytical and problem solving skills. Experience with UN or other international Organizations is an asset.

-Necessary skills:
Demonstrated ability to apply good judgment in the context of assignments given. Fully conversant with computer operation, including MS Word, Excel, Power-point and Access. Ability to type accurately in English; good typing skills in Arabic and/or Hebrew language would be an asset. Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner.
Languages:
Fluency in oral and written English is required. Knowledge of Arabic and/or Hebrew is an asset.

*Preference will be given to internal candidates who are at the same grade as the post being advertised, then to internal candidates one grade below the post, and finally to external candidates.

**Equally-qualified female candidates will be given priority for selection (DPKO Under-Secretary General’s Policy Statement on Gender Mainstreaming).

Completed application letters, together with an up-to-date Personal History Form (P.11) and copies of High School Diploma, should refer to the above vacancy announcement number and should be forwarded to:

UNSCO
Personnel Section
P.O.Box 490
Jerusalem 91004, Israel
Fax No. 02-5687299 or, preferably, by e-mail to: [email protected]