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.

Salary

The salary for this job should be more than 1,713 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting Under the supervision of the Head of Mission (HoM) or his/her designate, the incumbent will provide substantive and administrative support in managing priorities, information and workflow within the section. Within limited supervision, the Administrative Assistant will be responsible for;

Responsibilities - Assisting in administration of the front office; - Assists with visualizations and updating information material such as web pages or brochures. - Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. - Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. - Managing and maintaining the Director's calendar and schedule, including: Arranging appointments; receiving and directing visitors; placing and screening calls and answering queries; ensuring meeting and review documents are available and printed for review; contacting embassies, UN agencies, international institutions, government offices; and ensuring efficient coordination of the Director's calendar, with appropriate consultation to prioritize and resolve conflicts and competing demands; - Conveying directives, reports, status updates and other relevant information to necessary parties, brings sensitive and urgent matters to the HoM’s attention; - Screening and prioritizing all incoming emails and correspondence; - Compiling relevant background documents; - Identifying issues requiring the HOM’s attention and refers others to relevant officers for appropriate action and follows up on actions to be taken;

• Handling a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications;
• Compiling and analyzing data. Producing summaries and conclusions for review by the supervisor.
• Implementing and supporting improvements to administrative procedures and systems to ensure smooth functioning of the office, including filing paper and electronic records;
• Preparing, processing and classifying confidential information;
• Handles a wide range of administrative duties/processes (e.g. leave and, travel arrangements, visa applications, expense statements, charges, equipment purchase, service and supply requisitions, conference room bookings, etc.);
• Proofreads and edits text for adherence to format, grammar, punctuation and style outgoing documents,
• Assists in producing variety of large, complex documents and reports;
• Supports the planning and coordination of major meeting and events;
• Maintains tracking on work assignments;

• Performs other duties as assigned.

  Competencies - Professionalism: Ability to manage processes and maintain accurate records, in administrative fields.

• Communication: Ability to write in a clear and concise manner and to communicate effectively orally.

• Planning and Organizing – Ability to plan and organize own work effectively in an efficient and timely manner.

  Education High School Certificate education. Specialized training should include office management/business administration and technical communications skills.

  Work Experience A minimum of 7 years of experience in administration and office management is required

  Experience working in an executive office or with senior managers is required

  Experience with administrative procedures and in the context of an international NGO or a United Nations System Entity is desirable.

  Experience organizing and coordinating meetings, conferences and events is desirable

  Languages English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in both written and oral English is a requirement. Knowledge of local dialects is desirable.

  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.

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.