Administrative Assistant to the Representative of the Secretary-General (RSG)

Org. Setting and Reporting

The United Nations Secretary-General is responsible for the investment of the assets of the United Nations Joint Staff Pension Fund (UNJSPF). The Secretary-General has delegated this responsibility to the Representative of the Secretary-General for the investment of the assets of the UNJSPF (RSG). The RSG is, in turn, assisted in this function by the Office of Investment Management (OIM). OIM manages a $60+ billion multi-asset class, global investment portfolio, about 85% of which is actively managed in-house. Asset classes under management comprise global equities, fixed income, foreign exchange, private equity, real estate, infrastructure, timber and commodities. OIM’s staff are all based in New York but come from over 30 countries. For more information please visit OIM's website at https://oim.unjspf.org/.

This position is located in the Office of the RSG. The incumbent reports to the RSG. Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews Umoja reports. General Administration • Provides substantive and administrative support in managing priorities and workflow of the RSG. • Coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Takes full responsibility for time management and scheduling on behalf of the RSG with appropriate consultation as required; identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. • Serves as a communications link between the RSG and senior staff. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the RSG's attention and refers others to relevant officer for appropriate action; monitors and follows-up on actions to be taken. • Supports the RSG in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc. • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence to format, grammar, punctuation and style. Uses standard word processing package to produce a wide variety of large, complex documents and reports. • Establishes/improves administrative procedures and systems to ensure smooth functioning of the Office of the RSG, including filing (paper and electronic) systems. • 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.). • Prepares, processes and classifies confidential information. • Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations. Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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 years of experience in administrative services, finance, human resources or related area is required. Experience using Microsoft Office applications is required. Experience using organizational ERP tools, such as Umoja or equivalent, is required. Experience providing administrative support to senior officials is required. At least two years of relevant experience in an investment institution is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency 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 competency-based interview.

Special Notice

• The selected candidate is expected to start as soon as possible. • Appointment at the United Nations is subject to mandatory adherence to the United Nations Financial disclosure Programme. An appointment to the Office of Investment Management (OIM) of the UNJSPF additionally requires compliance with the rules and regulations pertaining to OIM's Code of Ethics, Personal Securities, Gift and Hospitality policies. • 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. • 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. • 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.

Deadline for Application: 25 July 2020 More Information and Application details.

Tags: United Nations Joint Staff Pension Fund (UNJSPF)