Special Assistant, P3, Office of the SRSG, Temporary Job Opening (TJO)

15-91-UNISDR-P-3-GENEVA

United Nations Core Values:

Integrity ● Professionalism ● Respect for diversity

Org. Setting And Reporting

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of disaster reduction and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in socio-economic and humanitarian fields. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG/ASG), UNISDR has over 100 staff located in its headquarters in Geneva, Switzerland, and 5 regional offices and other field presences. Specifically, UNISDR coordinates international efforts in disaster risk reduction, and supports the implementation, follow-up and review of the Sendai Framework for Disaster Risk Reduction 2015-2030 adopted by the Third UN World Conference on Disaster Risk Reduction on 18 March 2015 in Sendai, Japan; campaigns to create global awareness of disaster risk reduction benefits and empowers people to reduce their vulnerability and exposure to hazards; advocates for risk-informed investments in disaster risk reduction to protect people's lives and assets, and for increased and informed participation of men and women in reducing disaster risk; and informs and connects people by providing practical services and tools such as PreventionWeb, publications on good practices, and by leading the preparation of the Global Assessment Report on Disaster Risk Reduction and the organisation of the Global Platform for Disaster Risk Reduction.

The incumbent will perform his/her duties in the Office of the Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG) under the direct supervision of the SRSG.

Summary of main duties

• The Special Assistant will be responsible for the following duties:
• Manage the agenda of the SRSG in Geneva, with the support of the personal assistant; ensure the timely preparation of relevant background documents and the organization of briefings for meetings; ensure that relevant staff are informed and/or called to attend. Assist in the follow-up to meetings, including the preparation of relevant notes and briefing to staff, as appropriate.
• Manage the planning and organization of SRSG’s missions, including ensuring the timely preparation of mission files and background documents by the relevant branches and units, as well as prepare or ensure the preparation of mission reports. Coordinate with relevant senior managers the planning of SRSG’s missions through regular briefings. Ensure synergy between the SRSG's agenda and the agenda of the Director.
• Assist in the follow-up to meetings, including the preparation of relevant notes and briefing to staff, as appropriate.
• Draft background documents, notes for the file, presentations as well as ensure the timely and qualitative drafting of speeches and speaking notes. Review incoming and outgoing correspondence and refer it to, and hold consultations with, appropriate units/officers. Take initiative in drafting and preparing correspondence for the SRSG’s signature.
• Provide support to the Senior Leadership Group (SLG), its meetings and retreats, including preparation of agenda and minutes, ensuring the timely submission and circulation of relevant background documents and reports.
• Maintain close contacts with sections in Geneva and the field, and bring to the attention of the SRSG and other senior managers on all matters requiring their personal attention. Formulate options as to how those matters might be best handled and followed-up, as directed.
• Ensure timely follow-up to the SRSG’s directives, including effective dissemination of pertinent information to senior management and other relevant staff in the headquarters and the field.
• Serve as secretary of the ISDR Support Group, including the organisation of meetings and preparation of the agenda, background documents, and reports.
• Ensure that internal and external communications flow are maintained through appropriate electronic media, including but not limited to, SRSG’s corporate website and intranet.
• Support the SRSG in interactions with senior officials and representatives of Member States, UN entities, civil society as well as the private sector and the scientific community.
• Liaise, as appropriate, with the staff of the Office of the Secretary-General and other senior officials of the UN system, as well as NGOs and Permanent Missions and other interlocutors. Represent the Office of the SRSG as appropriate and guided.
• Contribute to the preparation, monitoring of and reporting on the work plan for the Office of the SRSG.
• Undertake other assignments as maybe requested by the SRSG and the Chief of the Office of the SRSG.

Competencies

Professionalism

• Detailed knowledge and understanding of disaster risk reduction related issues.
• A solid understanding of the working of the United Nations, in particular as this relates to disaster risk reduction, coordination at headquarters and the field, and the workings of inter-governmental mechanisms, as well as other consultation arrangements with civil society organizations and the private sector.
• Conscientious and efficient in meeting commitments; observing deadlines and achieving results; demonstrated problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks.
• Ability to work under extreme pressure and prolonged time.
• Ability to identify key strategic issues, opportunities and risks.
• Ability to generate and communicate broad and compelling organizational direction.
• Ability to communicate clearly links between the Organization's strategy and the work unit's goals.
• Demonstrated ability to provide innovative technical leadership by performing and/or overseeing the planning, development, and management of operation.
• 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.

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.

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 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.

Qualifications

Education
Advanced university degree (Master’s degree or equivalent) in international relations, political or social sciences, development studies, environment, risk management, humanitarian affairs or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work experience
A minimum of five years of progressively responsible experience at international level in coordination, support to Senior United Nations officials, disaster risk reduction, sustainable development, humanitarian affairs or related field is required.

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 UN official language is an advantage.

No Fee
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.