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. More about G-5 contracts.

Org. Setting and Reporting

This position is located in the Department of Peace Operations, Office of Rule and Law and Security Institutions (OROLSI) in the Justice and Corrections Service (JCS).

The Department of Peace Operations (DPO) provides political and executive direction to United Nations peacekeeping operations and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of United Nations, governmental and non-governmental entities in the context of peace operations. JCS serves as a centre of expertise on justice, corrections and related rule of law areas within the United Nations Secretariat and supports the work of justice and corrections components in United Nations peace operations and other United Nations entities. It assists host countries to deliver essential justice and prison services, strengthen criminal justice systems, and facilitate rule of law reforms. The incumbent reports to the Chief of Service or her/his delegate.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)

Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Service’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews IMIS/Umoja/Inspira reports.

Budget and Finance • Monitors status of expenditures and allotments, including in relation to extra-budgetary funds managed by the Service, in coordination with the Executive Office through IMIS and Umoja, records variations, updates budget tables, • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions. • Prepares statistical tables and standard financial reports.

General Administration • Performs a wide range of office management and administrative support functions, including filing; photocopying; maintaining calendar/schedules; processing incoming correspondence and forwarding for action to the appropriate officers; preparing and/or processing administrative requests/documents, such as travel requests and travel claims, visa applications and purchase orders. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts and processes routine correspondence, meeting minutes, and other documents and assists with the preparation of presentation materials using appropriate technology/software. • Carries out quality control for outgoing documents, proofreads documents for format, grammar, punctuation and style, and reviews documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature. • Maintains files of rules, regulations, administrative instructions and other related documentation and researches, compiles and organizes information and reference materials from various sources for reports, workplans, studies, briefings, communication products, including social media, and meetings. • Maintains up-to-date work unit files. • Coordinates extensively with internal and external offices/partners and liaises frequently with internal team members both at Headquarters and in the field. • Initiates requests for new equipment, as well as Outlook and network accounts for staff, and maintains an inventory of all electronic equipment in the Service. • Provides administrative and logistical support for team workshops, trainings, conferences and other events. • Updates and maintains distribution/outreach lists; monitors, prepares and distributes various materials and handles arrangements for printing and translation as necessary. • Reviews, records, distributes and processes mail and other documents, including channeling sensitive material to staff for appropriate follow-up. • 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 administrative arrangements for seminars, conferences and translations.

Contract Administration • Assists with day-to-day administration of contracts between the United Nations and external contractors for outsourced services in coordination with the Executive Office. • Reviews the contractors' invoices against the goods and services provided by the contractor and approved by the United Nations in coordination with the Executive Office. • Processes the payment of contractors' invoices and monitors payments in coordination with the Executive Office. • Prepares and processes all United Nations forms and permissions for staff of the Service and other relevant personnel, including: United Nations grounds passes, property passes, United Nations parking permits, swipe-card access and door keys.

Work implies frequent interaction with the following: Staff within JCS, the Executive Office . Global Focal Point for the Rule of Law partners and clients in the Department. Human resource, administrative, accounting staff in missions and Headquarters, general support services and conference services staff. Consulting firms.

Results Expected: Contributes to the effectiveness and efficiency of the department/unit by providing administrative support and specialized assistance to more senior staff in the assigned areas of responsibility.

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. 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.

• 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.

• 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 five years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

Experience in a front office environment is desirable.

Experience using integrated information management systems, (such as Inspira, Umoja, Unite Docs, Unite Correspondence) or other comparable systems is desirable.

Experience with financial or project management is desirable.

Experience working at United Nations Headquarters is desirable.

Knowledge of legal work 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 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 position is temporarily available for an initial period of one year with the possibility of extension. 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.

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.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

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.