Full Job Description
The position is located in the Office of the United Nations Ombudsman and Mediation Services (UNOMS). UNOMS was established as the informal pillar of the internal system of administration of justice to make available the services of impartial and independent persons to address the work-related issues of UN staff members. The incumbent will report through the Chief of Office in working with the United Nations Ombudsman.
ResponsibilitiesWithin delegated authority, the Special Assistant will be responsible for the following duties:
- Coordinate overall programmatic and administrative support to the ASG/UN Ombudsman in discharging his/her responsibilities;
- Ensure internal and external meetings are prepared and followed up on adequately. Coordinate input for meetings from within the Office. Prepare agendas, summaries and keep team members informed as appropriate;
- Coordinate and collate input to management and inter-governmental bodies especially on budgetary as well as administrative matters;
- Organize and assist in the preparation of written statements, talking points, background papers and draft reports;
- Monitor implementation of the compact between the Secretary-General and the ASG, and advise on any necessary action to meet targets;
- Ensure that Delegation of Authority is carried out in compliance with organizational requirements and provide advice and guidance in this regard;
- Support strategic and operational planning by advising the ASG and the Chief of Office on matters relating to the effective direction of office operations, assisting with the preparation, implementation and monitoring of the office work plan and actively contributing to the development of solutions to operational issues that may arise;
- Provide needed operational support and guidance to the Office’s regional branches;
- Organize, support and follow-up on internal office meetings;
- Support the Chief of Office, including with coordination and information management, by acting as focal point for administrative activities related to human resources matters, implement special projects (e.g. team retreats) for the Office’s work programme and prepare related materials for the Chief of Office;
- Represent the Office as focal point on assigned issues by attending the various meetings, conferences and working groups; make presentations on assigned topics/activities; accompany and support the ASG to meetings and project conferences, as needed;
- Perform other related duties as required.
Professionalism: Knowledge of the Organization’s human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual, analytical and evaluative skills to conduct independent research and analysis. Ability to network and maintain excellent relationships with a wide variety of partners and stakeholders. Ability to work in an international setting and operate effectively across organizational boundaries; respect for and understanding of diversity, including its impact on workplace issues and conflict and possible resolution. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 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.
Advanced university degree (Master’s degree or equivalent degree) in social science, international relations, conflict resolution, public administration, management or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of seven years of progressively responsible experience in, administration, finance and budget, human resources management, or a related area is required.
Experience working in the United Nations common system or a similar international organization is desirable.
Experience in support to a senior manager or in a front office is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice• This position is temporarily available for an initial period of six (6) months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
- While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
- This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
- Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
- At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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.
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.