Job Opening

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST. 

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Org. Setting and Reporting

This position is located in the Front Office, Chinese Translation Service (CTS), Documentation Division, Department for General Assembly and Conference Management. CTS facilitates the deliberations and decision-making processes of the United Nations intergovernmental bodies and its conferences by providing efficient, effective and timely documentation services in Chinese. The incumbent reports to the Chief of Service.

Responsibilities

Within delegated authority the incumbent is responsible for the following duties: 

• Performs independently and effectively the full range of office management and administrative support functions in the Chinese Translation Service; Provides direct assistance to the Programming Officer and the Chief. 

•Upon instruction of the Programming Officer or the Chief, drafts correspondence for his/her signature. Types and proofreads outgoing reports, memoranda, correspondence, notices, electronic messages, etc.

•Provides assistance to the Chief in his/her preparation of the Performance Appraisal Reports for all staff. Provides substantive assistance to the Programming Officer in performing tasks related to the assignment of translation jobs to revisers and translators and to the processing of documents as a whole. Operates gDoc to ensure the smooth electronic transmission and processing of documentation and facilitate their timely translation

•Maintains and updates the administrative and personnel files of the Service, including timekeeping records, with access to personal and confidential information on the staff in the processing of administrative matters. 

•Compiles productivity figures for monthly or yearly statistics of the Service/Section/Unit as a whole and for individual staff; provides other statistical information to the Director or Head of the Department as instructed by the Chief. 

•Assists the Programming Officer in maintaining liaison with the Documents Control Unit and other UN offices and units. 

•Screens telephone calls and incoming correspondence for the Programming Officer;

•Performs, when required, other general administrative and clerical functions of the Service; prepares daily and weekly lists/schedules; makes requisitions using UMOJA; maintains attendance records.

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support, including administrative policies and procedures, records management and filing. Ability to research, select, organize and summarize data and information required for the preparation of reports and statistics. 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. 

• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other’s 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 credits for team accomplishments and accepts join responsibility for team’s shortcomings.

• TECHNILOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent.

Work Experience

A minimum of five (5) years of experience in general office support or language related area is required. Experience in using a global document management system, such as gDoc, is desirable. Experience working in a Front Desk environment is desirable.

Languages

Fluency in Chinese and English is required. Knowledge of another UN official language is a desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

United Nations Considerations

Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.

The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.

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.