ADMINISTRATIVE ASSISTANT

Senior Admin

Overview

Assist in administrative tasks for the Peacebuilding Support Office.

You have:

• A minimum of seven years of experience in administrative services, finance, accounting, human resources or related area is required.
• The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
• Experience in arranging travel and preparation of travel claims within the UN system or a comparable institution is required.
• Experience using spreadsheets is required.
• Work experience with offices of the UN Secretariat and UN Offices away from Headquarters (including UN peacekeeping operations) or with comparable international organizations is desirable.
• Experience working with Enterprise Resources Planning systems such as Umoja is desirable.
• High school diploma or equivalent is required.
• Fluency in English is required.
• Knowledge of French is desirable.
• Knowledge of another official United Nations language is an advantage.

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 in the Financing for Peacebuilding Branch of in the Peacebuilding Support Office (PBSO) in the Department of Political and Peacebuilding Affairs (DPPA). The Administrative Assistant will report directly to the Chief of the Branch and to the Administrative Officer in the Branch. Established in 2005, the Peacebuilding Support Office (PBSO) helps to sustain peace by fostering international support for nationally owned and led peacebuilding efforts. The Office assists and supports the Peacebuilding Commission (PBC), manages the Peacebuilding Fund (PBF) on behalf of the Secretary-General, and works to enhance system-wide coherence and partnerships with UN and non-UN actors in support of building and sustaining peace in relevant countries. The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

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 Branch’s human resource activities, e.g., recruitment orientation and setting up of newly recruited staff and consultants, performance appraisal, job classification reviews. • Monitors staffing table and prepare relevant statistical data/charts, Raise extension requests in a timely manner. • Maintain and prepare relevant statistical data/charts for consultants, Junior Associate Officers, as well staff seconded from UN Agencies, including maintaining files of for Memorandum of Agreements with UN Agencies and their Time and Attendance reports. 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. • Provide support to the review, analyses and preparation of the cost plan for the PBF overhead. Prepare supporting documents with respect to finalization of cost estimate and budget proposal for the Trust Fund. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. Analyse data of country projects gathered from Project Officers in the Branch as well as from the Multi-Partner Financing Office. • Assists managers 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 system generated reports. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General Administration • Assists in the overall administration of the Branch, i.e. provides substantive and administrative support in managing priorities and work flow of the Branch; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial audit, personnel matters. Maintains /improves the administrative procedures and systems for smooth functioning of the Branch, including filing systems of legal agreements of PBF allocation decision. • Coordinates extensively with within the Branch and with other Branches as well as the Front Office. • 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). • May be responsible for guiding, training, and supervising the work of more junior General Service staff. Contract Administration • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services in the areas of Country Evaluation of PBF funded projects. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN, including Low Value Acquisitions and Caterers for high level annual and biannual meeting. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes for visiting evaluation experts, swipe-card access.

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

A minimum of seven years of experience in administrative services, finance, accounting, human resources or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience in arranging travel and preparation of travel claims within the UN system or a comparable institution is required. Experience using spreadsheets is required. Work experience with offices of the UN Secretariat and UN Offices away from Headquarters (including UN peacekeeping operations) or with comparable international organizations is desirable. Experience working with Enterprise Resources Planning systems such as Umoja is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) 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 position is temporarily available for an initial period of 6 months. 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. • 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. • 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. • 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. 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. 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.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: careers.un.org