Administrative Assistant

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting

The position is within the Liquidation Entity of the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), in Bamako. The Administrative Assistant will effectively and efficiently manage all administrative matters related to the Aviation Section including human resources management, budget and finance management, in addition to providing general administrative support to the section staff. The Administrative Assistant will report to the Chief Aviation Officer.

Responsibilities

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

Human Resources Management • Coordinates actions with respect to transactions related to the administration of the section’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. • Maintains records of the performance evaluation status of the section. Assists in formulating responses related to rebuttal cases. • Advises staff relevant rules and regulations; coordinates the induction and orientation of new staff members in the section. • Provides advice and answers queries on classification procedures and processes. • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations. • Monitors section’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance • Provides expert assistance and coordination in the preparation and development of the section’s work plan. • Assists in monitoring work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary. • Collects data from relevant databases and prepare customized reports when required. • Assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section. • Assists managers in the elaboration of resource requirements for budget submissions. • Monitors of funds as necessary. • Reviews and verifies the availability of funds for Technical Compliance Unit requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis. • Assists in the preparation of the year end budget performance report submissions.

General Administration • Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility. • Provides assistance in drafting of memos, faxes, internal correspondences for Aviation activities or other activities as appropriate. • Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the liquidation entity. • Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations)

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.

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 the audience; Demonstrates openness in sharing information and keeping people informed.

Education

High school or equivalent diploma is required.

Job - Specific Qualification

Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system or the private sector or a comparable Organization in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.

Experience and knowledge of Microsoft Office applications – Word, Excel, Outlook, and PowerPoint is required.

A valid driver's license CAT B is desirable.

Experience in providing support in contract/resource management and/or accounting for air transportation services and activities is desirable

Knowledge and experience in using commercial or public sectors enterprise resource planning/ ERP or operations management technologies and/or any equivalent application is desirable.

Languages

English and French are the working languages of the UN secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of French is desirable.

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 within the MINUSMA Liquidation Team until 31 March 2025, subject to budget approval. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

• Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to 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.