JOB DESCRIPTION

Org. Setting and Reporting
Under the supervision of the Director of the Policy, Evaluation and Training Division of the Department of Peace Operations (DPO) and the Special Assistant to the Director, the incumbent is responsible for providing overall administrative support to the Office of the Director including the management of representational activities of the Director, coordination and oversight of the tasking of assignments delegated to DPET, organization of travel arrangements, liasing and providing guidance to departmental senior management in DPO and other UN entities, Member States, and external partners, and directly supporting the Director as required.

Responsibilities
Within delegated authority, the Staff Assistant will be responsible for the following duties: • Support the Director in the overall management of activities and work flow within the Division in accordance with established priorities, including preparation, monitoring, implementation, and coordination of all components of the Division; • Assist the Special Assistant with the drafting and editing of talking points and additional substantive documents for the Office of the Director, Office of the Under-Secretary-General of Peacekeeping; and the Executive Office of the Secretary-General, as part of DPET’s responsibility to prepare such material and remarks for leadership on Peacekeeping policy, doctrine, thematic, and training issues; • Engaging with the leadership of DPO, Member States, internal and external partners and clients with the necessary protocol and proper practices and procedures. • Draft routine correspondence to respond to inquiries with respect to relevant administrative, financial and personnel issues; • Coordination and monitoring of various tasks and deliverables amongst sections within the Division and frequent interaction with internal divisional chiefs, team leaders, and staff on behalf of the Director; • Bring substantive and administrative matters to the attention of the Director and Special Assistant for decisions and action, providing all necessary background information; • Manage the daily programme and representational activities of the Office of the Director, effectively prioritizing and resolving related conflicts and competing demands; • Arrange and prepare the official travel of the Office of the Director, to include all logistical, programme and briefing material; • Liaise with representatives of Member States, external partners, such as think tanks, academic and training institutions, to strengthen existing partnerships through regular meetings with the Director, and his participation at events; • Keep up-to-date on documents/reports/guidelines on the subject matter relating to peacekeeping, policies, training, evaluation, partnerships, budgets, audit and mission reports to provide such background to the Director and clients as necessary; • Support the Director and Special Assistant with all human resource management issues, including recruitment, preparing vacancy announcements, job classifications, administering tests, preparing short lists and interview schedules, note taking and all associated tasks required for recruitment processes; • Monitor and review status of travel and other expenditures and allotments in all relevant databases; • Assist in the preparation of project proposals and travel budgets for the Peacekeeping Support Account; • Support the preparation of divisional budget documents, including RBB proposals and performance reports

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 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& 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. • 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.

Education
High school diploma or equivalent is required.

Job – Specific Qualification
Not available.

Work Experience
A minimum of seven years progressively responsible experience in general office support, administration or a related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in drafting and editing official correspondence is required. Experience working directly with senior officials in an international organization is required. Experience working in/on peacekeeping is required. Experience using integrated information management systems, such as Inspira, Umoja, Unite Correspondence or other comparable systems is desirable. Experience in a front office environment is desirable. Experience in financial management and human resources is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both oral and written English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements