ADMINISTRATIVE ASSISTANT

Contract

This is a FS-4 contract. This kind of contract is known as Field Service. It usually requires 6 years of experience, depending on education. More about FS-4 contracts and their salaries.

Org. Setting and Reporting

This position is located in the Office of Chief Aviation Section of the United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) in Goma duty station. Goma is classified at "D" hardship level and is a non-family duty station. The incumbent reports to the Chief Aviation Section.

Responsibilities

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

HUMAN RESOURCES MANAGEMENT: • Provide administration support to the Chief Aviation Section and the general office as required. • Manage and monitor Chief Aviation Section’s schedule. • Coordination between Chief Aviation Section, Chief Air Regions and Units' Chiefs. • Retrieve, review, and process completed flight approval documents as per Chief Aviation Section’s instruction. • Assist Air Operations Team with various projects, new and on-going. • Request and distribution of office stationery to the Section’s staff. • 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: • 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. • 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: • Provide general office support services to help ensuring the smooth functioning of the Front office of the Office of Chief Aviation Section; Draft routine correspondence and responds to inquiries in respect of relevant administrative; schedule Chief of Staff's meetings and appointments; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate Front Office assists with the organization and coordination of meetings under the guidance of the Chief Aviation Section. Review, record, route and/or processes mail or other documents; gather pertinent background material; track and monitor follow up actions as required; Maintain files (both paper and electronic) and databases for the Chief Aviation Section's front Office; Process and monitor the Chief Aviation Section submission of claims; office supplies and equipment maintenance, waivers and MOPs. • Coordinate extensively with components within the Service Delivery Pillar 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, assist with the organization and coordination of seminars, conferences and translations. • 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to clients.

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.

Job - Specific Qualification

Not available.

Work Experience

At least six (6) years of progressively responsible experience in the field of administrative services, finance, accounting, human resources, audit, or other related fields is required.

Experience in supporting senior level management or senior official front office is required.

Experience in handling Human Resources matters such as recruitment is desirable.

Experience in the United Nations Common System (UN peacekeeping political missions, or UN agencies, Funds, and Programmes) or a comparable international organization or non- governmental organization in a conflict or post-conflict environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required; Knowledge of French is desirable.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

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.

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.