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 The position is located within the United Nations Assistance Mission for Iraq, (UNAMI) Erbil. The Administrative Assistant reports to the Head of Office – Erbil.

Responsibilities Within delegated authority, the Administrative Assistant, under the direct supervision of Head of Office – Erbil and Associate Administrative Officer, will be responsible for the following duties:

Human Resources Management: - Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. - Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. - Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. - Monitors staffing table and prepare relevant statistical data/charts. Reports to the Unit Supervisor on all pending and processed invoice transactions.

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 the supervisor when required 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 - Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration: - Assist in drafting routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters ; provides general office support services; drafts NV and other documents; add inputs into the letterhead formats; check the accuracy of the drafted letters. - Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission. - 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 seminars, conferences and translations). - Makes necessary arrangement for the mission of the Head of Office to provide administrative support to include submitting required papers and provide logistics and administrative in liaison with Transportation, Security, Mission Support, Supply and other sections. - Assist in making necessary arrangement (administrative, logistic, security) for the incoming missions (internal and external) to the region including security paperwork, accommodation, hotel reservation and other tasks. - Assist in creating calendar of events and in organizing meetings/conference by providing secretariat and logistical requirements ( assembles, copies, distributes background papers and agenda, reserves and prepares conference rooms, takes note, distribute reports and minutes of meetings; prepare visitor requests and hospitality requests). - Maintain updated contact list ( UNAMI sections, UNCT, and other interlocutors). - Prepares personal actions through the UN current electronic tools ( e.g. UMOJA, FSS) assist Head of Office and other SM to initiate, review, process, and follow up on HR actions ( e.g. time & attendance report, travel claims, e-MoP, Personal/travel related documentations). - Translate/interpret when/as required. - Performs other ad hoc duties as assigned

Contract Administration: - Assists with day-to-day administration of contracts between the section/unit and external contractors for outsourced services. - Audits the contractors' invoices against the goods and services provided by the contractor as and when required. - Processes the payment of contractors' invoices and monitor payments. - Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. - Performs 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. 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.

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.

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. A university degree is an asset. Trainings in Diplomatic Etiquette or Business Protocol is desirable.

Work Experience A minimum of seven (7) years of progressively responsible experience in the field of administration, finance, accounting, audit, human resources or related areas.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English, Kurdish and Arabic 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. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the 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.

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.

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.