Administrative Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in the secretariat of the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR) which has the mandate to evaluate the sources of ionizing radiation and its effects on human health and the environment for Member States, the scientific community and the public. The incumbent will work under the direct supervision of the Secretary of UNSCEAR.

For more information on UNSCEAR, please visit www.unscear.org.

Responsibilities Within assigned authority, the incumbent will be responsible for the following duties:

• Budget: Assist in the elaboration of resource requirements and their substantive justifications for budget submissions, monitor budget implementation/expenditures; assist in performance reporting, make proposals for budget revisions; perform administrative tasks in SAP/UMOJA (ESS, ECC, BI) follow-up on obligations and review and clear/certify expenditures; provide support in formulating workplans and associated budgets with respect to other sources of income; monitor the receipt of subsequent contributions (processing/applying deposits to ensure cash availability for implementation) and assist with meeting reporting requirements of donors and administration of partnership agreements; maintain a clear and monthly overview of funding balances for accounts and monitor expenditures using BI, ECC; keep managers informed of implementation process and funding sources; act as necessary as a certifying officer; review commitments raised by the team and certify verifying the actual balance and completeness of documents attached; maintain regular reporting and interface with UNEP and UNHQ, and participate in meetings.

• Human resources: Initiate, review, process and follow-up on actions related to the administration of the secretariat’s human resources activities, e.g. recruitment of staff, consultants and interns; prepare draft job opening notices and terms of reference for consultancies, assist in completing tasks relating to the Inspira-based recruitment system; respond to inquiries and provide information and advice to staff on administrative procedures, and serve as main time keeper for the secretariat team.

• Programme management: Assist in analyzing, collecting and entering programme performance related data for reporting (previously IMDIS); provide assistance in planning and conducting programme activities, such as meetings (e.g. annual 68th UNSCEAR session, diplomatic events, expert group meetings), documentation and publications; help produce highly technical documents and reports, ensuring consistent syntax and notation; help exercise quality control function for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation and style; undertake special assignments involving research, gathering and organizing of data, compilation of statistics; conduct day-to-day management of the UNSCEAR website; act as First reporting officer to the secretariat’s Team Assistant and act as backup for the UNSCEAR secretariat’s Editorial Assistant.

• General administration: Independently handle a wide range of complex information requests and inquiries; respond or draft responses to a diverse range of correspondence and other internal or external communications; provide support in preparing presentations; guide Team Assistant and for travel arrangements for staff, Committee members and manage workload, guide and support staff and experts; act as focal point for procurement for the UNSCEAR secretariat in UNEP and support the Team Assistant as Requisitioner; coordinate acquisition and administration of office equipment and software; develop and maintain internal procedures/infrastructure (e.g., filing system, internal databases, and planning, budgeting and reporting tools) and assume responsibility for organization and control; provide direct assistance to the members of the secretariat and the Committee.

• Carry out other work-related tasks, as assigned.

  Competencies Professionalism: Has ability to perform a broad range of administrative functions, e.g., budget and finance, human resources, database management, etc. Is able 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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education High school diploma or equivalent.

Work Experience A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, human resources or related area is required. Working experience with the following computer applications including advanced functions (Word, Excel, PowerPoint, Outlook etc.) is required. Working experience with an ERP system is required. Working experience with SAP/Umoja, the United Nations Talent Management System Inspira, gMeets, gDocs is desirable. Experience with desktop publishing is desirable. Work experience in the United Nations system or a similar international organization 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 and a competency-based interview.

Special Notice This position is temporarily available until 19 November 2021. 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.

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.

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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.

Other Skills and Requirements 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.

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.

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.