Public Information Assistant

Org. Setting and ReportingThis position is located in the UN Expo2025 team, Outreach Division, Department of Global Communications, and the duty station will be Osaka, Japan, where the United Nations will open the UN Pavilion at the World Exposition 2025 (Expo2025). The position will report to the Senior Programme Officer in the UN Expo2025 team, who will also be on site. This temporary position will be available from mid-March 2025 through mid-October 2025. ResponsibilitiesWithin delegated authority, the Public Information Assistant will be responsible for the following duties: • Provides specialized assistance in the production and delivery of training for the UN Pavilion attendants, including providing information communications products and services about the UN Pavilion. • Researches a broad scope of information sources, printed and electronic including documents from the UN and Expo Association; compile and present information for use in the preparation and production of communications products/services for internal/external audiences. • Serves as an information focal point for accreditation and coordinate staff, participants and media access to events; compiles, produces and distributes basic information (e.g. The Media Alert) on the wide spectrum of UN activities; briefs relevant parties on policies and procedures of the UN and the Expo Association related to clearance/accreditation requirements, etc.; liaises with staff, partners, news and publications agencies, public relations firms, UN photographers, etc. to provide advance notice of, and information on, upcoming meetings, briefings and special events and to ascertain accreditation and protocol requirements; coordinates logistic and technical arrangements/requests and organizes and allocates space for visiting staff, partners, news, photo, TV and film personnel; researches, evaluates and processes applications for UN/Expo security clearances/accreditations and control media access to press briefings, etc.; serves as Accreditation and Liaison Officer for UN Pavilion events held away from the Expo venue. • 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. • Performs junior photo-librarian functions that include provision of public information and library research services to requesters of photographic materials, and cataloguing/indexing of photographs. • Oversees the distribution of passes; ensures the good management of protocols. • Develops data collection mechanisms to gather data on the audience of the UN Pavilion. • Assists in the production and editing of video/film projects, radio programmes, or website projects: researches diverse print and electronic information sources for topics and materials for projects; suggests ideas on content, narration texts, audio excerpts, design elements, etc.; selects and catalogues sound/ visual materials and evaluates quality for inclusion in productions, and obtains requisite clearances and copyrights; prepares detailed “shot lists” of video and film material; transcribes audio materials available only on audio format, etc. • Participates in planning and execution of live broadcasts or taping of programs; provides logistical support and facilitates the movement of technical personnel and artists during live broadcast; coordinates translation/adaptation of scripts, etc. • Assists in the electronic dissemination of programmes; prepares, maintains and updates web page, to include drafting and editing content; uploads/downs load audio files and maintains file structure. • 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; identifying, retrieving and downloading pertinent documentation and other information in requisite programming languages for Web format or inserting into database after determining appropriate categorization; editing documents to conform to UN format, structure and style and 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. • Manages updates and further develops internal databases related to visitor trend and feedback; update website; generates a variety of standard and non-standard statistical and other reports from various databases. • Provides guidance and training to the UN Pavilion staff in English and Japanese. • Assists with the collection and analysis of pavilion experience data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Assists with administrative, logistical, financial, HR and travel-related matters. • Performs other duties as assigned. 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. • 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 audience; demonstrates openness in sharing information and keeping people informed. • 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. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceAt least 5 years of experience with a recognized first level education degree, or seven years of experience in public communication, media or related area is required with High School Diploma. Experience with the United Nations, or similar international organizations, and working with Japanese business, organizations or related entities are desirable. Experience in guided tours is desirable. Experience in training staff is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Japanese (native or minimum N1 level in JLPT) is required. Knowledge of another official United Nations language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAt 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. The United Nations 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. This position is funded by a trust fund and temporarily available until 31 October 2025. 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. This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. 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 ConsiderationsAccording 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 FeeTHE 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.