Org. Setting and Reporting
This position will be temporarily vacant for a period of six months.This position is located in the Information Communications Technologies Section, Division of Administration. The Staff Assistant reports to the Chief of the Section.The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.
Under the direct supervision of the Chief of the Section of Information Technologies and Communications, the Staff Assistant will be responsible for the following duties:•Performs, under minimal supervision, the full range of office management and administrative support functions.•Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.•Ensures smooth and efficient information flow within the section; prepares and processes confidential information; assists in the development of office administrative systems and procedures.•Researches, compiles, and summarises background materials for use in preparation of reports, briefs, speeches, etc.•Researches, compiles and organises information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.•Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.•Orients new staff about relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff by providing meetings servicing/administrative support to various sessions of commissions and other bodies.•Attends meetings, prepares minutes, monitors follow-up activities.•Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.•Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.•Carries out quality control function for outgoing documents; proofreads and edits texts for adherence to the format, grammar, punctuation and style.•Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).•Assists in the preparation of presentation materials using appropriate technology/software.•Assists in providing software and office equipment support.•Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the section.•Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), including preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorisations, visa applications, etc.).•Maintains files (both paper and electronic) and databases of the section.•Preparing and/or processing administrative requests/documents in SAP (e.g. IC contracts, shopping carts, low-value acquisitions, payments, sales and service orders, travel requests, etc.)•Monitors processes and schedules related to the section's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc., to ensure compliance with relevant legal, financial, and other requirements.•Generates a variety of standard statistical and other reports, work orders, etc., using various databases.•Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.•Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.•Performs other duties as assigned.
•PROFESSIONALISM: Knowledge of general office and administrative support, including organisational policies, processes and procedures. Shows pride in work and achievements and 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 organisational 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 a 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.
High school diploma or equivalent is required.NOTE: For positions in the General Service category, candidates are required to clearly indicate in their PHPs relevant information confirming completion of High School.
At least five years of experience in general office support or related area is required. Experience in administrative processes and services using ERP systems such as SAP is desirable.
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in English is required; and fluency of Spanish is required. NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand).
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.
-This position will be temporarily vacant for a period of six months.- 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.- Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.- A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.- A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.- Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.- The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position.- The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.- For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English 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.- The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.- 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.