Org. Setting and Reporting
This position is based in the Executive Office of the Secretary General (EOSG) of the International Seabed Authority in Kingston, Jamaica. The International Seabed Authority (ISA) is an international organization established under the United Nations Convention on the Law of the Sea (UNCLOS) and the 1994 Agreement relating to the Implementation of Part XI of the United Nations Convention on the Law of the Sea. The ISA is the organization through which States Parties to UNCLOS shall, in accordance with the regime for the seabed and ocean floor and subsoil thereof beyond the limits of national jurisdiction (the Area) established in Part XI and the 1994 Agreement, organize and control activities in the Area, particularly with a view to administering the resources of the Area.
Responsibilities
Under the overall guidance of the Deputy Secretary General/Chef de Cabinet and the direct supervision of the Associate Office Manager and within delegated authority, the Administrative Assistant will be responsible for the following duties: 1. Executive Office and Administrative Support
Provide day-to-day administrative and organizational support to the Executive Office of the Secretary-General.
Assist in ensuring the smooth functioning of the front office, including coordinating appointments, meetings, telephone calls, visitors and official engagements.
Receive and appropriately direct senior officials, representatives of Member States, diplomatic representatives and other visitors to the Executive Office.
Maintain a professional and well-organized Executive Office environment and ensure that requests requiring the attention of senior officials are appropriately identified, prioritized and referred.
Exercise sound judgement and discretion when handling confidential, politically sensitive or time-sensitive information.
Maintain cognizance of the requirements of working in an Executive Office, including protocol, confidentiality, institutional sensitivities, seniority and appropriate channels of communication.
Assist with administrative preparations for meetings involving the Secretary-General, senior management, delegations and external stakeholders.
Prepare meeting folders, background materials, briefing packs and other documentation as requested. 2. Correspondence and Documentation
Receive, register, review and appropriately route incoming correspondence addressed to the Executive Office and the Secretary-General.
Assist in the preparation, formatting, proofreading and processing of official correspondence, memoranda, notes, letters and other Executive Office documentation.
Ensure that correspondence is processed in accordance with established institutional procedures and standards.
Maintain appropriate tracking systems for incoming and outgoing correspondence, including action required, responsible officer, deadlines and completion status.
Follow up on outstanding correspondence and requests and ensure that completed actions are appropriately recorded and filed.
Assist in maintaining templates and standardized formats for Executive Office correspondence and documentation.
Ensure accuracy and consistency in names, titles, institutional references, dates, addresses and protocol terminology used in official communications. 3. Records Management and Filing
Establish and maintain a structured, reliable and confidential filing and records-management system for the Executive Office.
Maintain electronic and, where required, physical files in accordance with established records-management practices.
Ensure that Executive Office files are clearly categorized, consistently named, indexed and readily retrievable by authorized personnel.
Maintain appropriate filing structures for correspondence, Member State communications, meetings, missions, invitations, briefing materials, official engagements, decisions and other Executive Office records.
Ensure timely filing of incoming and outgoing correspondence and supporting documentation to maintain a complete institutional record.
Monitor the completeness of files and follow up for missing documents, attachments, approvals, background material or final signed copies.
Maintain document registers, correspondence logs and other tracking mechanisms necessary for effective record keeping.
Support the transition toward efficient electronic records management, including standardized folder structures, naming conventions, document version control and archiving procedures.
Ensure that draft, final, signed and superseded versions of documents are appropriately distinguished and maintained.
Assist with periodic review and archiving of Executive Office records in accordance with ISA policies and applicable retention requirements.
Protect confidential and restricted records from unauthorized access, disclosure, alteration or loss.
Ensure continuity of Executive Office records so that information can be efficiently retrieved for institutional, administrative or historical reference. 4. Protocol and Liaison
Provide administrative support for official visits, courtesy calls and meetings involving representatives of Member States, senior government officials, diplomatic missions, international organizations and other high-level interlocutors.
Maintain updated contact information for relevant diplomatic missions, Member State representatives and institutional counterparts.
Ensure that names, titles and forms of address are accurately reflected in Executive Office correspondence and meeting documentation.
Assist with visitor coordination and protocol arrangements as directed.
Liaise professionally and courteously with internal and external stakeholders on matters related to the Executive Office. 5. Missions and Official Travel Support
Provide administrative support in connection with official missions undertaken by the Secretary-General and other Executive Office personnel.
Assist with preparation and organization of mission files, programmes, itineraries, contact details, briefing folders and relevant correspondence.
Liaise with internal offices, host organizations, Permanent Missions and other counterparts regarding administrative and logistical arrangements, as required.
Maintain complete electronic mission folders containing programmes, correspondence, briefings, meeting records and other relevant documentation.
Assist with post-mission filing and follow-up to ensure institutional records are complete. Perform other duties as required by the Secretary General, Chief de Cabinet, and Office Manager.
Competencies
PROFESSIONALISM: Knowledge in Microsoft Office applications (Word, Excel, Power Point). Shows pride in work and in achievements.
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.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.
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 AND 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
A minimum of seven
(7) years of progressively responsible experience in administrative support, office administration, executive office support or a related area is required. The minimum is reduced to five
(5) years for candidates with a first-level university degree or higher. Experience providing administrative support to senior officials, including coordinating schedules, meetings, correspondence and competing priorities, is required. Experience in official correspondence, records management and document tracking is required. Experience in an international organization, diplomatic mission, government institution or comparable environment, including protocol and liaison with senior officials, is desirable. Experience supporting official missions or travel, including itineraries, mission files and logistical coordination, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).
Required Languages
Language | Reading | Writing | Listening | Speaking
English | UN Level III | UN Level III | UN Level III | UN Level III
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
The appointment is available for a fixed period of 2 years, and renewal thereof is subject to the availability of the post, funds and satisfactory performance in the role.
This position is subject to local recruitment pursuant to staff rule 4.4 of the UN 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.
Applicants who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other ISA/UN Organizations. Such applicants may be contacted by other ISA/UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
At the ISA/UN, 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 ISA/UN is committed to creating a diverse and inclusive environment of mutual respect.
The ISA/UN 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.
The ISA/UN Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Only nationals of ISA Member States are eligible for consideration.
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. All external candidates recruited in accordance with section 2.2
(a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2.
(c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.