Public Information Assistant (Media and Communications Support Assistant)

at  United Nations

Org. Setting and Reporting
The position is located in the United Nations Development Coordination Office (UNDCO) and reports to the Chief, Communications and Results Reporting Section.
Responsibilities
Within delegated authority, the Media and Communications Support Assistant is responsible for the following: • Provides specialized assistance in the production and delivery of information communications products and services. • Researches a broad scope of information sources, printed and electronic; compiles and presents information for use in the preparation and production of communications products/services for external audiences. • Organizes and executes special events, coordinating with diverse partners and the media to highlight and publicize key events. • Handles administrative coordination in support of special training and other programmes. • Serves as first point of contact and liaison with senior officials internally and externally as focal point on managing administrative and logistical activities on communications events and workshops. • Supports data analyses and conduct of surveys for data collection and synthesis. • Assists with the production of communication products and infographics. • Supports peer exchange on communications (e.g. meetings, workshops, e-discussions, etc.). • Supports development of communications messages and their dissemination. • Develops and maintains contact database; manages other data sets and information as required. • Develops the knowledge management for all DCO results reports and communication products; keeps information updated and supports access. • Coordinates with relevant stakeholders within UNDCO and the Secretariat to support the provision of IT services and the procurement of goods and consultancy services. • Drafts correspondence (letter, emails) and administrative documents (minutes, reports, contracts, etc.). • Manages vendors and service providers; compiles consultant CVs; requests service contracts and payments; assists in the preparation of related documents. • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken. • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. • Supports the Chief in preparing presentations to intergovernmental bodies and other meetings, researching issues, drafting briefing notes, slides and subject files, gathering relevant documentation, etc. • Supports the Chief in meeting preparations, management of agendas, and tracking of decisions and results, taking follow-up actions in a timely manner; establishes/improves administrative procedures and systems to ensure smooth functioning of the Section, including filing (paper and electronic) systems. • Organizes conferences, workshops and events; identifies location/venue; contracts suitable facilitators; manages guest lists and all logistics including transportation and DSA requirements; maintains vendor relations; organizes agenda; undertakes follow-up actions; collaborates with counterparts on official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). • Identifies opportunities for Long Term Agreements; develops and manages rosters of consultants/suppliers; supports consultant/supplier selection and evaluation. • Handles a wide range of administrative duties/processes (e.g. supports travel arrangements, manages and updates workplans, backstops leave management in section, makes travel arrangements, processes visa applications, prepares expense statements, monitors telecommunications charges, equipment purchases, service and supply requisitions, makes conference room bookings, etc.). • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Manages, updates and further develops internal databases; generates a variety of standard and non-standard statistical and other reports from various databases. • Assists in the electronic dissemination of programmes; prepares, maintains and updates web pages, to include drafting and editing content; uploads/downloads audio files and maintains file structure; identifies and prepares new material for inclusion in appropriate web pages. • Provides guidance and training to junior staff. Work implies frequent interaction with the following: UNDCO senior management and other UNDCO staff. Resident Coordinators and Resident Coordinator Office staff Public Information Officers, field correspondents, producers, production assistants, engineers and other officials in relevant units within DPI and in other coordinating units of the UN Secretariat. Senior officials within the UN Secretariat and UN system Permanent Representatives and Mission staff Journalists and media representatives. Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc. Results Expected: Provides reliable research and specialized support in the development, production, communication and dissemination of information products and/or services. Shows initiative in the identification and resolution of issues/problems. Consistently applies appropriate policies, guidelines and procedures. Effectively liaises and interacts with colleagues and concerned parties internally and externally in a timely manner.
Competencies
• Professionalism: Knowledge of internal policies, processes and procedures related to the communication, production and dissemination of public information. Ability to research and gather information from a variety of sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.
Job - Specific Qualification
Not available.
Work Experience
A minimum of 7years experience in the provision of administrative and operational support for public communications, branding or marketing companies, international media or related area is required. Experience working in the Resident Coordinator System is desired.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include a desk review of candidates’ profiles or an assessment exercise which may be followed by competency-based interview.
Special Notice
• This position is temporarily available for 6 months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • 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. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • 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.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • 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 staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
No Fee

Please refer the Job description for details