Staff and Public Information Assistant Vacancy-Job Ref: EJBEUNODC/2107/2025825

Staff and Public Information Assistant Vacancy-Job Ref: EJBEUNODC/2107/2025825

Brussels (Belgium)

Job Description

Overview
The position is located at the Brussels Liaison Office (BRULO), Co-Financing and Partnership Section (CPS), Public Affairs and Policy Support Branch (PAB), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the overall guidance and direct supervision of the Representative and Chief of the Office.

Responsibilities Within limits of assigned authority and depending on location, the Staff and Public Information Assistant, will support the Representative on a wide range of office support and administrative functions and on advocacy and communications, responsible for the following duties: – Perform, under minimal supervision, the full range of office management and administrative support functions; providing direct assistance to the Representative and other members of the Brussels Liaison Office.

– Maintain the Representative’s calendar; organize meetings, monitor changes and communicate relevant information inside and outside the immediate work unit. – Provide administrative and logistical support to the Representative’s missions and travels; Also provide support to incoming missions from Headquarters and Field Offices, scheduling meetings with EU, WCO, NATO, ACP and Permanent Missions. – Attend meetings, prepare minutes, monitor follow-up activities.

– Draft and respond to a wide range of correspondence and other communications; use standard word processing package to assist in producing a wide variety of large, complex documents and reports. Carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style. – Ensure smooth and efficient information flow within the Office; prepare and process confidential information; assist in the development of office administrative systems and procedures.

Maintain files (both paper and electronic) and manage, update and further develop internal databases. – Assist with the Office’s HR actions covering the preparation of Terms of References, Job Postings in Inspira, supporting the recruitment process and the onboarding of staff; Also, orient new staff to relevant administrative procedures and practices and provide general assistance to other office staff, as required.

– Coordinate administrative services with the UN House Management (UNDP), including preparing, monitoring and processing various requisitions, service contracts, payment vouchers and other UN House processes. – Provide financial support such as the preparation of the Office’s annual budget, the monitoring of the Office’s financial records and the payments of invoices. – Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

– Support all communication and advocacy efforts of the Office. Manage and update the BRULO web and intranet sites, to include drafting and editing content; assist in design, development and maintenance of Internet applications. Act as focal point for the BRULO Twitter account. – Research, compile and present basic information for use in the preparation and production of communications products/services. – Participate in the planning and coordination of major exhibits and events; liaise with relevant departments/agencies; draft and edit reports, press releases and related texts, and correspondence related to the planning and production of exhibits. – Performs other work related duties as assigned.

Competencies Professionalism – Has knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

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.

Education High school diploma or equivalent is required.

Job – Specific Qualification Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, 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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization. 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.

Work Experience A minimum of 5 years of experience in general office support, administrative services, accounting, human resources or related area is required.

Experience in public communication is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required. Knowledge of another official United Nations language and Flemish is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Please click on the button below to Apply.