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United Nations Staff Assistant Vacancy for 2025 in New York. Apply Now!

Staff Assistant Details

  • Position(s): Staff Assistant
  • Organization: United Nations
  • Job Opening ID: 249639
  • Job Network : Management and Administration
  • Job Family : Administration
  • Category and Level : General Service and Related Categories, G-5
  • Duty Station : NEW YORK
  • Department/Office : Office for the Coordination of Humanitarian Affairs
  • Deadline: Jan 13, 2025

Organizational Setting and Reporting

United Nations Staff Assistant Vacancy for 2025 in New York. Apply Now! This position is located in the Office of the Under-Secretary-General (OUSG) in the Office for the Coordination of Humanitarian Affairs (OCHA) New York. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies and natural disasters. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate for the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This temporary job opening is being advertised for the position of Staff Assistant in New York, Office of the Under-Secretary-General. Under the overall supervision of the Chief of Staff, the incumbent reports to the Deputy Chief of Staff.

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Responsibilities

Within limits of delegated authority, the Staff Assistant will be responsible for the following duties:

  • Performs travel arrangements for senior officials and delegation as needed, including liaising with all relevant internal and external stakeholders.
  • Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
  • Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
  • Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
  • Provides assistance in the coordination of service-wide activities (meetings, trainings, etc.), special projects and events.
  • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
  • Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
  • Assists in preparation of presentation materials using appropriate technology/software.
  • May provide some specialized support to unit (e.g. technology support, editing, desktop publishing etc.)
  • Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
  • Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
  • Works in close coordination with the Office of the Assistant-Secretary-General (OASG) and provides coverage as needed to both offices.
  • Maintains files (both paper and electronic) and databases for work unit.
  • Performs other duties as assigned.
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Competencies

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. 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.

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.

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.

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Requirements

Education

  • High school diploma or equivalent is required.

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Work Experience

  • A minimum of five (5) years in general office support or related area is required.
  • The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level degree or higher.
  • Experience supporting senior officials in a Front Office at the UN or a comparable international organization is desirable.
  • Experience in organizing travel for senior officials and managing travel requests, expense reports through an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable.
  • Experience in processing Consultant/Individual Contractor contracts through an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable.

United Nations Considerations

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.

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Application Link

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