PUBLIC INFORMATION ASSISTANT

United Nations


This position is located in the Group Programmes Unit, Visitors Services Section, Outreach Division, Department of Global Communications (DGC). The incumbent reports to the Chief of the Group Programmes Unit and the Public Inquiries Unit. Group Programmes manages the UN’s Speakers Bureau and arranges for UN officials to brief groups both at Headquarters and throughout the U.S. and Canada. Briefings are organized for a range of groups, including educational institutions (high school, college/university and graduate students); business and professional association representatives; NGOs; and others. Groups range in size from 20 to 3,000.

Responsibilities

Within delegated authority and depending on location, the Public Information Assistant will be responsible for the following duties:

  • Provides general office support; responds to complex information requests and inquiries; Serves as the main point of contact and coordination for visiting groups seeking arrangements for briefings. Determines the most appropriate speaker for the group, based on the incumbent’s knowledge of the Secretariat and Agencies and Programmes, as well as the topics of interest to the group; processes, drafts and finalizes correspondence and other communications; sets up and maintains files/records, organizes meetings, monitors deadlines, etc.
  • Coordinates administrative services, including preparing, monitoring and processing various requisitions, service contracts and payment vouchers, coordinating special assignments and related travel authorizations, using appropriate systems to process travel of staff participating in outside speaking engagements, etc.
  • Provides specialized assistance to officers in the production and delivery of information communications products and services; specifically, plans and executes all arrangements related to the organizing of briefing programmes designed to provide information about the United Nations, its aims and activities.
  • Manages, updates and further develops internal databases; updates web-site, including drafting and editing content; assists in design, development and maintenance of Internet applications; generates a variety of standard and non-standard statistical and other reports compiling information from various databases.
  • Researches, compiles and presents basic information for use in the preparation and production of communications products/services; evaluates new speakers to ensure that briefings are carried out in an effective manner; evaluates briefing programmes to ensure that client needs have been met.
  • Serves as contact person for potential speakers and coordinates their schedule with groups’ schedules.
  • Coordinates with Meetings Management and/or Department of Operations (DOS) to secure an appropriate venue, evaluates and processes applications for UN security clearances.
  • Participates and facilitates in the planning and coordination of briefings by liaising with relevant speakers ; drafts and edits reports, production schedules, and correspondence related to the planning and coordination of briefings.
  • Using relevant computer software, to schedule briefings and coordinate with guided tour reservations, gathers statistical data for reporting requirements, creates designs in appropriate format for promotional and other material, e.g., presentations newsletters, , etc.; ensuring that photos, graphics, etc. are appropriate and conform to UN standards for print materials.
  • Ensures availability and appropriate packaging of products for distribution at special events, exhibits, conferences, media functions, etc.
  • Assists in the production and editing of video/film projects, radio programmes or website projects; tracks all production material; produces scripts, cue cards; etc., selects and catalogues sound and visual materials for inclusion in productions, and obtains requisite clearances and copyrights; coordinates scheduling of commercial and internal production facilities; directs studio recordings and/or evaluates audio quality of recordings for inclusion in programmes.
  • Monitors the performance of digital audio workstations and other computer-based editing systems with respect to proper digital file management; reviews entries, file storage, retention and deletion practices to ensure consistent application of basic guidelines; identifies problems/issues and liaises with appropriate personnel for their resolution.
  • Identifies and prepares new material for inclusion in appropriate web pages by: researching various information sources for relevant material and cross-checking information with author offices as required; retrieving and downloading pertinent documentation and other information in requisite programming languages for web format or inserting into database after determining appropriate categorization; preparing new pages, incorporating graphics as needed, using appropriate authoring tools and necessary programming languages; preparing and updating index of documents; posting documents on the UN web and/or development servers and ensuring the appropriate directory location; checking and testing for multiple browser support, etc.
  • Provides guidance/training to junior staff, assists in the selection of interns and supervises interns assigned to the Unit.
  • Performs other duties as assigned.

Competencies

Professionalism: Knowledge of internal policies, processes and procedures related to communication, production and dissemination of public information. Ability to research 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. 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.

Education

High school diploma or equivalent is required.

Work Experience

Five years of experience in the field of communication, information or public relations is required.

Experience in planning events or programmes and in coordinating logistics is required.

Experience in drafting official correspondence and other forms of written communication is required.

Experience in communicating with both external and internal clients is required.

Experience supporting virtual briefings and meetings using Microsoft Teams, Zoom or similar online tools is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

Appointment or assignment against this position is for an initial period of one year.

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 [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.

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.

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.

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.

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