Public Information Assistant
Vor 2 Tagen
This temporary position is located in the Visitors' Service, United Nations Information Service, Geneva, Strategic Communications Division of the Department of Global Communications.
The Public Information Assistant reports to the Chief, Visitors' Service.
The Visitors’ Service at the United Nations Office at Geneva (UNOG) manages the guided tour operations at the Palais des Nations. The objective is to promote the ideals and activities of the United Nations to the widest audience possible, and to promote the United Nations Office at Geneva.
**Responsibilities**:
Within delegated authority, the Special Assistant is responsible for the following duties:
- Under the supervision of the Chief of Service, in cooperation with other Visitors’ Service staff members, supports the planning of the monthly work schedule of tour guides according to the tour guides’ availabilities and the monthly schedule of guided tours.
- Prepares and maintains file of special requests from clients as well special events requiring the participation of the Visitors’ Service.
- At the request of the Chief of Service, whenever necessary, assists with the arrival and departure of groups of visitors, including Protocol-related and special groups.
- Assists the Chief of Service with the on-boarding of tour guides by creating new profiles - Minimasters - in Umoja Production Systems.
- Assists the Chief of Service by creating requests in Umoja for Purchase Orders for Individual Contractors’ contracts for the approval of the Chief of Service.
- Assists the Chief of Service with the monthly payment of the tour guides’ salaries by creating and maintains Excel tables of monthly hours worked by the tour guides, keeping abreast of the hours worked every month and hitherto related expenses.
- Assists the Chief of Service with the monthly management of the tour guides’ salaries by creating salary tables and Service Entry Sheets in the Umoja Production Systems and by sending monthly payment requests after the approval of the Chief of Service.
- Under the supervision of the Chief of Service, supports the Visitors’ Service’s budget monitoring by creating and maintaining Excel tables with the Visitor Service’s yearly budget and the monthly expenses as linked to the tour guide’s salaries and other expenses.
- Provides assistance to the logístical management of the Visitors’ Service by creating Purchase Orders in Umoja for the Chief of Service’s approval for equipment and supplies.
- Prepares, maintains and updates files (electronic and paper) of Purchase Orders, salary payments, budgetary updates.
- At the request of the Chief of Service, whenever necessary, assists with accreditation processes by checking and approving clients’ entries in the Indico programme section dedicated to the Visitors’ Service.
Competencies
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: Understands 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.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of seven years of experience in programme or project administration, front office or similar is required.
Experience in working at fast pace with many different interfaces from various internal departments at the United Nations and external entities is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English and French are required. Knowledge of another UN official language is desirable.
Assessment
Special Notice
- 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.
- 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
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