Administrative Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,540 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 This position is located in the Office of the Chief of Staff and reports to the Chief of Staff (D1).

Responsibilities Within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:

General Administration - Manages the calendar of meetings and appointments of the Chief of Staff and oversees the Office calendar. - Screens and prioritizes all incoming correspondence, ensuring handling with appropriate sensitivity, compiles relevant background documents and references, identifies issues requiring the Chief of Staff's attention and refers others to relevant officers for appropriate disposition, monitors and follows-up on actions to be taken.

Prepares and organizes documentation for official business trips and meetings. Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of the Chief of Staff.

Assists in the overall administration of the office, provides substantive and administrative support in managing priorities and work flow in the Office of the Chief of Staff, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.

Handles a wide range of administrative duties and processes, leave requests, attendance records, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference rooms booking, etc.

• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Provides assistance in drafting of budget agreements and contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently within the office as well as with UN Headquarters, with the African Union Commission, and with permanent missions as required.
• Performs other related administrative duties, as required e.g. operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations.

Human Resources Management - Coordinates actions with respect to transactions related to the administration of the office’s human resources activities, eg recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures. Liaises with relevant administrative and human resources offices as required. - Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. - Maintains records of the performance of evaluation status of the section. Assists in formulating responses related to rebuttal cases. - Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the office. - Provides advice and answers queries on classification procedures and processes. - Provides information and advices staff/consultants with respect to conditions of service, duties, and responsibilities, privileges and entitlements under the Staff Rules and Regulations. - Monitors the office staffing stable for variety of human resources activities, eg. appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance

• Provides expert assistance and coordination in the preparation and development of the office's work plan and budget.
• Assists in monitoring budget/work plan with respect to various budgets, on regular basis, suggests reallocations of resources and implement the reallocations as necessary.
• Collects data from relevant databases and prepare customized financial reports when required.
• Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals in terms of staff and non-staff requirements for the section including programmatic aspects.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensues that the allotments and exchange rates within the relevant systems are updated on a regular basis.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of the year end budget performance report submissions.

• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

  Competencies Professionalism: Knowledge . 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. [Add gender indicator here].

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 the 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.

Education High school diploma or equivalent is required.

Work Experience A minimum of five (5) years of progressively responsible experience in travel administration or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required; knowledge of French is desirable.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This position is funded for an initial period of one year and may be subject to extension.

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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.