In February 2013, 11 nations signed the Peace, Security and Cooperation (PSC) Framework for the Democratic Republic of the Congo (DRC) and the region, in a renewed drive to end the recurring cycles of devastating conflict in eastern DRC which impacts stability and development in the Great Lakes area of Africa. On 31 January 2014, two more countries, Kenya and Sudan, became signatories of the PSC Framework. The framework aims to help “address the root causes of conflict and put an end to recurring cycles of violence” in eastern DRC and the Great Lakes Region. In its Resolution 2098 (2013), the Security Council welcomed the signing of the PSC Framework. It called on the Special Envoy, in coordination with the Special Representative for the DRC to “lead, coordinate and assess the implementation of national and regional commitments under the PSC Framework, including through the establishment of benchmarks and appropriate follow-up measures”.
The Security Council further encouraged the Special Envoy to “lead a comprehensive political process that includes all relevant stakeholders to address the underlying root causes of the
conflict”.
This position is located in Office of the Special Envoy of the Secretary-General for the Great Lakes Region and is based in Nairobi.
The Administrative Assistant will report to the Special Envoy, O/SESG-GL Nairobi.
Responsibilities
Under the direct supervision of the Special Envoy, the Senior Staff Assistant provides high quality administrative, management and secretarial support to the Special Envoy and ensures the effective and smooth flow of work within his/her office.
Within limits of delegated authority, the Senior Staff Assistant will be responsible for the following duties:
• Manages the calendar of meetings and appointments of the Special Envoy with Heads of Missions, Prime Ministers, members of the government, diplomats, heads of international organizations, dignitaries and officials of high ranking positions.
• Handles correspondence, both incoming and outgoing, takes the decision on priority to be given to documents, and where necessary consulting the Special Envoy. The incumbent routes and distributes routine and confidential material; maintains file management on political, constitutional, electoral, Code Cables and other sensitive general dossiers in the Front Office.
• Prepares and administers the Special Envoy’s travel programme, collects folder for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of the Special Envoy.
• Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and work flow in the front office of the Special Envoy and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.
• Handles a wide range of administrative duties and processes, protocol for the Special Envoy and issuance of Note Verbale, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statement, telecommunications charges, , service and supply requisitions, conference rooms booking, etc.
Competencies
Professionalism – Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Demonstrated initiative and ability to apply good judgment in the context of assignments given. 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 area of work.
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.
Planning & Organizing – Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; allocates appropriate; Amounts of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary.
Education
High school diploma or equivalent. Additional technical training in secretarial or administration is highly desirable.
Work Experience
At least 8 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields.
At least one year of experience working in the office of a senior public official and/or as Personal Assistant to a senior public official is required.
Experience working in a UN Special Political Mission, UN Peacekeeping Operation, or other UN field operation or similar international organization is desirable.
Experience working in the front office of a Special Representative of the Secretary-General or similar high- ranking official is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
• This position is available temporarily. It is blocked for the return of a staff member on special leave. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment for a period of 1 year or 364 Days.
• While this temporary assignment 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.
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.
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