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 1,827 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 Occupational Safety & Health Unit within the United Nations Organization Stabilization Mission in the Democratic Republic of Congo with duty station, Kinshasa. The Administrative Assistant report to the Chief, Occupational Safety & Health Unit.

Responsibilities

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

HUMAN RESOURCES MANAGEMENT • Performs various actions related to the administration of the work unit’s Occupational Safety and Health activities, e.g., marinating OSH data base, planning and coordination OSH awareness campaign, collaboration and coordination with Medical, HRS, CDT, PIO, sections, organize and assist with inspections and training, PPT presentations, consistently applying UN rules, regulations, policies and procedures. • Liaises with all sections, services as required; Maintains section’s files and laisse with the PIO, Medical, UNDSS; prepares information circular, • Liaises with DHMOSH/OSH UNHQ, Office of Force Commander, Office of Police commissioners, MSD and Sustentive sections, prepare the updated lists of the managers, focal points of OSH to communicate and share the information’s , information circular provide advice and answers to general queries on confidentiality, incident reporting and processes; respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations; • Monitors the Section’s staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

BUDGET AND FINANCE • Provides assistance in the preparation and development of the office’s work programme and budget; Assists in monitoring the budget/work programme with respect to various travel budgets, on a regular basis; • Collects data from relevant databases and assist in preparation of the section’s weekly report; Provides assistance in the review, and preparation of the medium-term plan and its revisions; Reviews and assists in the finalization of budget proposals, in terms of staff requirements for the section monitors compliance with the medium-term plan and other section mandates; • May assist OSM in the elaboration of resource requirements for budget submissions; Monitors budget implementation/expenditures as necessary.

GENERAL ADMINISTRATION • Participates in preparation of draft logistics/contingency plans for field operations and coordinates provision of logistics support to ongoing military or police or substantive operations as well as with other UN agencies, and other organizations. • Identifies logistics requirements and shortfalls in coordination with SD and SCM Sections and participates in logistics reconnaissance for troop contingents as requested by the OSM. • Participates in and prepares minutes for logistics meetings and maintains liaison with the Civilian/Military/Police components in preparing logistics plans and provides advice on support to logistics management matters, when required; reviews and provides recommendations to clients, ensuring they are in line with the existing guidelines, policies, and existing capabilities. • Identifies and reports issues/problems as they arise, and recommends appropriate actions; Coordinates regularly with the OSM and liaises as needed with internal team members at the Section Level; • Performs other related administrative duties, as required (e.g., travel, monitoring attendance database and, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations).

Competencies

Professionalism Awareness campaign motivation – OSH database entry of the incidents and follow up the OSH committee recommendation with relevant service /section heads for its implementation. 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork 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.

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 audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Technical training in Finance, Budget, Human Resources Management, logistics or Administration is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, logistics, facilities management, human resources or related area is required.

Solid computer skills including proficiency in word processing and spreadsheets is required.

Proven experience in delivery of integrated Administrative or Logistics experience with MONUSCO or other UN Agencies is desirable.

A valid national driver’s license is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French is required.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.

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.

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 carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.