Org. Setting and Reporting This position is located in the Strategic Heritage Plan (SHP) project at the United Nations Office at Geneva. The communications Assistant reports to the Senior Administrative Officer.Responsibilities Under the direct supervision of the Senior Administrative Officer, the incumbent will be responsible for the following duties:- Drafts a variety of communication materials in English and French for both internal and external audiences, including regular and ad hoc newsletters and circulars and submits them for review by the Project Officer and SHP management and liaises with UNOG stakeholders to ensure timely publication.- With the guidance of the SHP Project Officer, designs, populates and updates content on the SHP website, intranet page, Facebook page, Twitter account and other Social Media in both English and French; converts documents into HTML; edits documents into format and style consistent with style of the website; prepares and incorporates graphics as needed using Photoshop or other graphic design software.- In co-oordination with the SHP Project Officer, mobilises, informs and monitors the team of SHP focal points to disseminate SHP project-related information, plans, instructions and guidelines.- In co-ordination with the SHP Project Officer, convenes and organises outreach activities, briefings and meetings to end users of the Palais in liaison with the Project Officer. Responds to queries from staff on published communications materials and to stakeholder inquiries on PMWeb.- Supports the Project Officer in the organisation of site visits and other outreach events for external stakeholders and prepare/disseminate articles, pictures etc for subsequent publication- Works closely with the Communications Officer in the UNOG transition team to share information and co-ordinate communication activities.- Contribute to the development and implementation of the internal and external communications strategy and plan.- Represent SHP at weekly communications co-ordination meetings (MMM) chaired by UNIS.- Supports colleagues in the SHP technical and programme management teams in the preparation of graphical presentations to be delivered to SHP, UNOG senior management and external stakeholders, gathering technical content input and presenting it in a clear and accessible way, using Microsoft PowerPoint, Adobe InDesign and Photoshop.- Gathers and prepares updated content for the SHP information screens in the Palais des Nations and assists with the preparation of posters, flyers, videos, info-graphics, maps and slideshows in co-ordination with the Project Officer.- Maintains and updates the information 'totems' with construction news, including information on noise, parking, traffic etc. Maintains and updates the photo library and archive.- Co-ordinates with DCM and/or external supplies to source and mount printed materials Liaises with SHP and PTS staff responsible for purchasing to initiate requisitions for external procurement.- Establishes effective working relationships with internal and external contacts at all levels.- Monitors the SHP generic email and telephone hotline, forwards queries to appropriate project team members and archives questions and answers. Responds to queries from staff on published communications materials and to stakeholder inquiries on PMWeb.- Performs finishing operations such as laminating and mounting/framing of printed materials.- Updates and maintains the photo and renders library including on PMWeb with content provided by the Project Officer.- Provides back-up support in preparing requisitions, such as shopping carts and low-value purchase orders, as well as service entry sheets in Umoja.- Prepares INDICO visitor badges for external suppliers, visitors, etc.- Prepares memos and routing slips for signature.- Provides back-up support for the tasks of other SHP administrative assistants in their absence or as needed for additional support.- Performs other duties as required/assigned by the Senior Administrative Officer.Competencies Professionalism: 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.Creativity: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks "outside the box." Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.Education High school diploma or its equivalent commercial school is required.Job - Specific Qualification Work Experience At least seven (7) years of experience in communications, public information or administration is required.Out of the seven years, two (2) years' experience within the United Nations Common System is desirable.Experience in preparing banners, posters, flyers, videos, broadcasts or other relevant communications materials is desirable.Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French is required. Knowledge of another official United Nations language is desirable.Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice • This temporary position is intended to fill functions of short-term duration with a starting date 01 January 2022 up to 31 May 2022.• Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.• If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.• 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.• All TJOs in the General Service and related categories, at the levels GS-5, GS-6 and GS-7 shall be open only to internal staff members at the respective duty station holding a Fixed-Term Appointment, Continuing Appointment or Permanent Appointment. When a qualified internal staff member cannot be identified, the hiring manager may submit a request for an exception for selecting an external candidate (including a staff member holding a temporary appointment). Such requests must be substantiated and submitted to the respective Recruitment focal point who in turn will review for transmittal to OHRM.• In addition, all new entry-level recruitment in the General Service and related categories, for positions at the GS-4/TC-3/S-2/ PIA I levels and below, irrespective of the source of funding, will only be granted Temporary Appointments. Vacancies at these levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to serving staff members holding Fixed-Term Appointments followed by those holding Temporary Appointments. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment cannot be identified. Selection of a new external candidate requires the approval of OHRM. No entry level Fixed-Term Appointments will be granted to new external candidates.• 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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1.• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.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 This employer is a corporate member of myGwork - LGBTQ+ professionals, the business community for LGBTQ+ professionals, students, inclusive employers & anyone who believes in workplace equality.