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. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Office of Human Resources (OHR) in the Department of Management Strategy, Policy and Compliance (DMSPC) in Bonn. The Administrative Assistant reports to the Senior Programme Officer (Mental Health UN System Global Lead).

As approved by the High-level Committee on Management (HLCM) in October 2023, the UN System Workplace Mental Health and Well-being Strategy for 2024 and beyond reflects the UN’s ongoing high-level commitment to the mental health and well-being of UN personnel. The strategy builds on the foundations developed and moves towards a sustainable and integrated approach to mental health and well-being across the UN system. The strategy aims to promote a psychologically healthy and safe workplace that promotes a positive culture and staff well-being, prevents stigma and discrimination, and contributes to a productive and positive working environment. A variety of organization-specific and inter-agency efforts have been made to address psychosocial well-being and mental health in the United Nations workplace.

The strategy is designed to assist the United Nations in creating a working environment that is conducive to good mental health and ensures that support is available when needed. The World Health Organization (WHO) and the International Labour Organization (ILO) recently released guidelines for workplace mental health that have informed the strategy. This approach will allow UN organizations to share good practices and use economies of scale for products and services.

The Administrative Assistant will contribute to the implementation of the next iteration of the UN System Workplace Mental Health and Well-Being Strategy and the post will be funded by UN system organizations, for the UN system.

Responsibilities

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

Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, including recruitment of staff and consultants, ensuring consistency in the application of UN Secretariat rules and procedures. • Responds to enquiries and provides information and advice regarding administrative procedures, processes and practices, duties and responsibilities, and entitlements under the relevant UN Secretariat Staff Rules and Regulations.

Budget and Finance • Assists in the preparation of the yearly budgets. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists in the elaboration of resource requirements for budget submissions. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures • Prepares or customizes financial reports from Umoja generated reports. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration • Drafts routine correspondence, monitors team inbox and maintains the shared SharePoint site. • Coordinates with service units in Bonn and liaises frequently with internal team members, and also with Headquarters. • Serves as a Secretary to the meetings of the Implementation Board: organizes the meetings, takes minutes and maintains records in a way that is accessible to all members of the Implementation Board. • 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; organizing and coordinating meetings, workshops and retreats). • 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 and communication material. • Updates the Strategy website.

Contract Administration • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services, audits invoices and processes payments related to the activities of the UN system mental health and well-being strategy. • Processes the payment of contractors' invoices and monitor payments. • Liaises with the resource management unit at the UN Secretariat for technical support. • Performs other duties as required.

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. Good interpersonal communication skills, including excellent drafting skills and capacity to present information. 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.

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 client.

Technological Awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of 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.

Experience in advanced use of Microsoft applications, including Office 365 apps such as SharePoint, PowerBI, Outlook and Teams is required.

Experience using ERP systems is required.

Experience in data analytics and data collection is desirable.

Experience working with new technologies, including artificial intelligence and other automated processes is desirable.

Experience working in an interdisciplinary and cross-system environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

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

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.

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.

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.