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 1,772 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 The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

This positions is located in Resident Coordinator Office in El Salvador, and report directly to the Head of Office of the Resident Coordinator. ------------------------------------------------------------------------------------

El 1 de enero de 2019, el Secretario General de las Naciones Unidas puso en marcha una audaz reforma integral a fin de reorientar el sistema de las Naciones Unidas para el desarrollo y cumplir con más eficacia y eficiencia la Agenda 2030 y los Objetivos de Desarrollo Sostenible. Como parte de esta reforma, las Oficinas de los Coordinadores Residentes de las Naciones Unidas, bajo la dirección de un Coordinador Residente de las Naciones Unidas empoderado e independiente –el funcionario del sistema de las Naciones Unidas para el desarrollo y Representante del Secretario General de las Naciones Unidas de más rango en cada país– ayudan a los países a alcanzar sus metas prioritarias en materia de desarrollo y lograr los Objetivos de Desarrollo Sostenible.

Este puesto está adscrito a la Oficina de la Coordinadora Residente y depende del Jefe del Equipo de Coordinadores Residentes.

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

BUDGET AND FINANCE:

· Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. · Monitors expenditures and compares with approved budget; prepares adjustments as necessary. · Assists managers in the elaboration of resource requirements for budget submissions. · Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. · Prepares or customizes financial reports from Umoja and IRIS systems and DCO financial dashboards. · Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

GENERAL ADMINISTRATION:

· Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. · Coordinates extensively with service units and liaises frequently with internal team members at the RCO, DCO-LAC, and DCO Headquarters. · Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; and translations). - May be responsible for guiding, training, and supervising the work of more junior General Service staff. - Participates in the Operation Management Team (OMT) and supports the Head of Office to advance the Efficiency Agenda, including processes related to Business Operations Strategy (BOS), Common Premises, and Common back-offices. - 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. - Assists with visualizations and updating information material such as web pages or brochures.

CONTRACT ADMINISTRATION/PROCUREMENT:

· Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors. · Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders. · Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services. · Maintains internal files and relevant documentations for procurement activities. · Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities. · Processes the payment of contractors' invoices and monitor payments upon satisfactory receipt and performance. · Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

---------------------------------------------------------------------------------------------- Dentro del marco de sus atribuciones, el auxiliar administrativo se encargará de las tareas siguientes:

PRESUPUESTOS Y FINANZAS:

• Ayudar a preparar y examinar propuestas y requisitos financieros y de recursos humanos. Unificar el presupuesto y el programa de trabajo con respecto al presupuesto de la Sede, los fondos fiduciarios, las donaciones y las adquisiciones.
• Supervisar los gastos y compararlos con el presupuesto aprobado; introducir los ajustes necesarios.
• Ayudar a los gestores en la definición de las necesidades de recursos para los proyectos de presupuestos.
• Ayudar a preparar las presentaciones de informes sobre la ejecución del presupuesto y a dar forma definitiva a estos informes; analizar la disparidad entre los presupuestos aprobados y los gastos efectivos.
• Elaborar o adaptar informes financieros a partir de los informes generados por el sistema Umoja.
• Coordinar con el resto del personal de finanzas y presupuestos la ejecución de otras tareas relativas a la preparación de los informes presupuestarios.

ADMINISTRACIÓN GENERAL:

• Atender por correspondencia ordinaria las consultas sobre cuestiones de administración, auditoría financiera y personal.
• Colaborar estrechamente con las unidades de servicios y mantener un contacto frecuente con los miembros de los equipos internos.
• Realizar las demás tareas administrativas que sean necesarias; por ejemplo, programar los viajes operacionales; controlar las cuentas y los pagos a proveedores y contratistas individuales por sus servicios; organizar el espacio físico; determinar las necesidades de la oficina en materia de tecnología y ocuparse del mantenimiento de equipos, programas informáticos y sistemas; y realizar traducciones.
• Prepara, mantiene y actualiza los archivos (electrónicos y en papel) y las bases de datos internas.
• Ejercer de coordinador para el solicitante de Umoja y custodio del efectivo para gastos menores de la oficina en el país.

ADMINISTRACIÓN DE CONTRATOS Y ADQUISICIONES:

• Prestar servicios de coordinación operativa y administrativa en Umoja para contribuir a los proyectos y actividades de adquisición, según los procedimientos estándar; formular solicitudes de bienes, servicios y contratación de consultores y contratistas particulares.
• Examinar y definir, en consulta con los interesados, los requisitos y el alcance del trabajo y las especificaciones de los bienes y servicios y la documentación necesaria.
• Coordinarse con los encargados de la administración diaria de los contratos entre las Naciones Unidas y los contratistas externos de bienes y servicios.
• Mantener actualizados los archivos internos y la documentación pertinente para las labores de adquisición.
• Recibir los bienes o servicios adquiridos y cotejarlos con la orden de compra y las facturas entregadas por el contratista, y gestionar los activos.
• Tramitar el abono de las facturas de los contratistas y supervisar los pagos tras la entrega y ejecución satisfactorias de bienes y servicios.

• Preparar y tramitar todos los formularios y permisos de las Naciones Unidas para el personal de contrata o los funcionarios de las Naciones Unidas de unidades de trabajo, secciones o servicio (por ejemplo, pases de las Naciones Unidas, pases de propiedad, permisos de estacionamiento de las Naciones Unidas, tarjetas magnéticas y llaves).

  Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honors 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.

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• PROFESIONALIDAD: Capacidad de ejercer una amplia gama de funciones administrativas (por ejemplo, tareas relacionadas con los presupuestos y programas de trabajo, recursos humanos, gestión de bases de datos, etc.); aplicar el conocimiento de las diversas normas administrativas, financieras y de recursos humanos de las Naciones Unidas en distintas situaciones laborales; sentir orgullo por la labor realizada y los logros; demostrar competencia profesional y dominio de la materia; exhibir rigor y eficiencia en el cumplimiento de compromisos y plazos y la obtención de resultados; moverse por intereses profesionales, no personales; perseverar ante los problemas o situaciones difíciles; mantener la ecuanimidad en situaciones estresantes; comprometerse con el objetivo de la igualdad de género y velar por la participación plena y equitativa de mujeres y hombres en todas las facetas del trabajo.
• PLANIFICACIÓN Y ORGANIZACIÓN: Definir objetivos claros y acordes a las estrategias convenidas; determinar las actividades y asignaciones prioritarias; modificar las prioridades según sea necesario; asignar el tiempo y los recursos adecuados para llevar las tareas a cabo; al planificar el trabajo, prever riesgos y tener en cuenta la posibilidad de que surjan imprevistos; supervisar los planes y las actividades e introducir los ajustes necesarios; aprovechar el tiempo.

• RENDICIÓN DE CUENTAS: Asumir todas las responsabilidades y cumplir los compromisos; entregar los productos de los que es responsable con sujeción a los plazos, costos y normas de calidad prescritos; actuar de acuerdo con los reglamentos y normas de la organización; prestar apoyo a los subordinados, supervisar y asumir la responsabilidad de las tareas delegadas; asumir la responsabilidad personal por sus propias deficiencias y, en su caso, las de la dependencia de trabajo.

  Education Completion of high school diploma or equivalent is required. ----------------------------------------------------------------------------------------------------------------- Se requiere título de bachillerato o equivalente.

  Work Experience A minimum of Seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first level University degree.

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Se exige un mínimo de siete (7) años de experiencia con responsabilidad creciente en servicios administrativos, finanzas, contabilidad, auditoría, recursos humanos o esferas relacionadas.

Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. _________________________________________________________________ Conviene tener experiencia en el manejo de un sistema de planificación de recursos institucionales, como Umoja o similar.

Work experience with the United Nations or similar international organization is desirable. ___________________________________________________________ Se valorará la experiencia laboral con las Naciones Unidas u otra organización internacional similar.

A minimum of one (1) year work experience in data analytics or related area is desirable. ___________________________________________________________

Se valorará un mínimo de un (1) año de experiencia laboral en análisis de datos o área relacionada.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required. Knowledge of another official United Nations language is an advantage.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of equals a rating of' confident" in two of the four areas.

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Los idiomas de trabajo de la Secretaría de las Naciones Unidas son el francés y el inglés. Para este puesto se exige dominio del inglés y el español. Se valorará positivamente el conocimiento de otros idiomas oficiales de las Naciones Unidas. NOTA: Se entiende por “dominio” leer, escribir, hablar y entender el idioma en cuestión “con soltura”; y por “conocimientos”, realizar dos de esas cuatro actividades “con confianza”.

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

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Podrá invitarse a los candidatos cualificados a realizar un ejercicio de evaluación, que tal vez vaya seguido de una entrevista de selección por competencias.

Special Notice Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to legislative body funding availability. 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.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of SR 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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Este puesto es de carácter local y en principio tendrá una duración de un año, que podrá prorrogarse en función de la disponibilidad de fondos del órgano legislativo. El puesto está sujeto a lo previsto en materia de contratación local en la regla 4.4 del Reglamento del Personal de las Naciones Unidas. Todos los funcionarios del Cuadro de Servicios Generales y cuadros conexos se contratarán en el país donde esté ubicada la oficina o a una distancia de la oficina que permita el desplazamiento diario a esta, independientemente de su nacionalidad y del tiempo que lleven en el país. Los funcionarios sujetos a contratación nacional no tendrán derecho a las prestaciones y los subsidios que sean exclusivos de la contratación internacional. La Secretaría de las Naciones Unidas se ha comprometido a lograr la paridad de género en su personal. Se alienta especialmente a las mujeres a presentarse a este puesto. Candidatos internos: al rellenar el formulario, cerciórese de rellenar y actualizar TODOS los campos y TODA la experiencia profesional y la información de contacto. Esta información servirá para que el directivo contratante evalúe si reúne los requisitos para el puesto y se ponga en contacto con usted. Los funcionarios están sometidos a la autoridad del Secretario General, quien podrá decidir la actividad u oficina a que asignarlos. En este contexto, todos los funcionarios están obligados a cambiar periódicamente de función durante su carrera, de acuerdo con las normas y los procedimientos establecidos. En las Naciones Unidas, la consideración primordial al contratar personal es la necesidad de asegurar el más alto grado de eficiencia, competencia e integridad, sin perjuicio del principio de distribución geográfica. Todas las decisiones de contratación se adoptan en función de las cualificaciones y las necesidades de la organización. Las Naciones Unidas se comprometen a crear un entorno diverso e inclusivo de respeto mutuo y contratan y emplean a personas con independencia de su identidad de género, orientación sexual, raza, perfil religioso, cultural y étnico, o discapacidades. Si se pide y se indica en la solicitud, podrán efectuarse ajustes razonables para ayudar a los solicitantes con discapacidad a participar en el proceso de contratación. Se recomienda encarecidamente a los solicitantes que presenten su solicitud en línea lo antes posible tras la publicación de la vacante y mucho antes de la fecha límite indicada. Se acusará recibo de las solicitudes presentadas en línea en las que se haya indicado una dirección de correo electrónico. Si no recibe un acuse de recibo por correo electrónico dentro de las 24 horas siguientes a la presentación de su solicitud, es posible que esta no se haya recibido, en cuyo caso le rogamos que vuelva a presentarla. Si el problema persiste, solicite asistencia técnica en el apartado “Help” de la página web de Inspira.

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.

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 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.