Administrative Assistant

Overview

Provide administrative support and assist in program operations.

You have:

• A minimum of five years of experience in administrative services or related area is required.
• The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher.
• Experience working with an Enterprise Resource Planning (ERP) system is required.
• Work experience with advanced computer applications (MS Word, Excel, Powerpoint, Internet, Email, etc.) is required.
• Experience working with SAP and/or other United Nations platforms such as Umoja, Inspira or similar is desirable.
• Experience with international or UN financial rules and regulations and the budgetary policies is desirable.
• Experience in organizing meetings, retreats, conferences, and events, ensuring smooth logistics and clear communication channels between all involved parties is desirable.
• English and French are the working languages of the United Nations Secretariat.

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.

Salary

The salary for this job should be more than 1,721 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

This position is located in the Programme Office of Mozambique (POMOZ), Regional Office for Southern Africa (ROSAF), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), with duty station in Maputo, Mozambique. The Administrative Assistant will work under the overall guidance of the Regional Representative and the direct supervision of the Head of Programme Office in Mozambique. For more information on UNODC, please visit www.unodc.org

Responsibilities

Within assigned authority, the Administrative Assistant will be responsible for the following specific duties: • Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff. • Research, compile, and summarize background materials for use in preparation of reports, briefs, speeches, etc. • Maintain calendar/schedules; monitor changes and communicate relevant information to the Head of Office or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports; prepares and processes confidential information. • Maintain files of rules, regulations, administrative instructions, and other related documentation; assist in the development of office administrative systems and procedures. • Maintains up-to-date work unit files (both paper and electronic). • Draft a variety of correspondence, prepare, type, and edit documents, including letters, memos, invoices, and reports, create and maintain electronic and paper filing systems and manage and update relevant databases as appropriate. • Order and maintain office supplies, manage office equipment and arrange for repairs and supervise and assign and review the work of more junior staff. • Calculates transportation costs (air, rail, car) including lump-sum requests with travel time and, excess baggage entitlements for staff and dependents; complete and approve Umoja travel requests with the maximum entitlement, the fare basis and the overall transportation cost not to be exceeded by the travel agency; • Create LVA purchase orders in Umoja for submission to certifying officer • Assist 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. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as assigned.

Competencies

• PROFESSIONALISM: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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 five years of experience in administrative services or related area is required. The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resource Planning (ERP) system is required. Work experience with advanced computer applications (MS Word, Excel, Powerpoint, Internet, Email, etc.) is required. Experience working with SAP and/or other United Nations platforms such as Umoja, Inspira or similar is desirable Experience with international or UN financial rules and regulations and the budgetary policies is desirable. Experience with human processes and management in an international setting is desirable. Experience in organizing meetings, retreats, conferences, and events, ensuring smooth logistics and clear communication channels between all involved parties is desirable. Work experience within the United Nations system or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level IIFrenchUN Level IIUN Level IIUN Level IIUN Level II

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is temporarily available for 6 months. If the selected candidate is a staff member from the United Nations Secretariat, the selection may be administered as a temporary assignment. 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures.

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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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.

Potential interview questions