Administrative Assistant

Result of Service Full support to Office of the Force Commander

Work Location Laayoune

Expected duration 4 months

Duties and Responsibilities The position is located in the Office of the Force Commander within the United Nations Mission for the Referendum in Western Sahara (MINURSO), Laayoune. The IC will report to the Force Commander.

Within delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT: - Initiate, review, process and follow-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members, training, etc…, ensuring consistency in the application of UN rules and procedures. - Participate in the selection of candidates for the Section; evaluate and screen applications of such candidates, prepare profiles of candidates, conduct preliminary interviews and identify short-lists of candidates. - Respond to inquiries and provide information and advice to staff regarding administrative procedures, processes and practices, conditions of service, duties and responsibilities. - Oversee the maintenance of the Section's vacancy announcement files and keep track of status of current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; prepare documents for promotion, special post allowance, review of entry level and within grade allowance panels. BUDGET AND FINANCE: - Assist in the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the Section's budget, trust funds, grants and procurement. - Consolidate data received from other unit's regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly section budget. - Review expenditures and compare with the field mission approved budget; prepare adjustments as necessary. Assist the manager in the elaboration of resource requirements for budget submissions; coordinate with other finance and budget staff on related issues during the preparation of the budget report. - Assist in the preparation of budget performance submissions and in the finalization of budget performance reports. - Monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded. - Review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds. GENERAL ADMINISTRATION: - Draft routine correspondence to respond to inquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants. •Coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field. •Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems. •Guide, train and supervise more junior level staff. •Perform other duties as required

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.

Planning& 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.

Client Orientation: Consider all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Identifies clients’ needs and matches them to appropriate solutions; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of product or services to client.

Qualifications/special skills High school diploma or equivalent is required. At least 6 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required. Experience in supporting senior level management is desirable. Experience handling confidential documents is desirable.

Languages The working languages of the UN are English and French. For this position, fluency in English (spoken, read and written) is required. Knowledge of French is desirable.

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.