ADMINISTRATIVE ASSISTANT

Mid Senior Admin

Overview

Support staff in the Division and assist in administrative and programme functions.

You have:

• High school diploma or equivalent is required.
• Five (5) years of experience in administrative services, finance, international business administration, accounting, audit, human resources or related areas is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree.
• Experience interpreting rules, regulations or policy is desirable.
• Experience analyzing data, surveys or statistics is desirable.
• Experience using Excel is desirable.
• English is required.
• Either Arabic or Chinese (Mandarin) or French or Russian or Spanish is desirable.

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

The position is located in the Salaries and Allowances Division of the International Civil Service Commission (ICSC). Salary Administration Assistant supports staff in the Division and reports to the Chief of Division.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties: GENERAL ADMINISTRATION • Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff; • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Performs other related administrative duties, as required, e.g., physical space planning; organizing and coordinating administrative arrangements for seminars, conferences and translations. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. PROGRAMME SUPPORT • Provides crucial support for meetings such as Commission sessions, workshops, meetings with external collaborators and international organizations; prepares background materials, takes notes, drafts abstracts and finalizes and circulates reports, as appropriate and as directed. • Maintains mailing lists of relevant recipients of information products from the Salaries and Allowances Division, ensuring that these are up-to-date. • Researches and summarizes information on salary issues for use by professionals in the drafting of technical reports. • Calculates salaries, allowances and DSA entitlements and performs preliminary analysis and reduction of data as instructed for incorporation in salary reports and provides information on non-technical salary-related issues as appropriate. COMPENSATION SUPPORT • Provides statistical and administrative support for activities undertaken by the Salaries and Allowances Division, including, but not limited to, the establishment of the DSA rates, analysis of General Service salary survey data and computation of allowances. • Revises established DSA rates on the basis of currency exchange rate fluctuations. • Maintains computerized DSA database and prepares monthly circulars and cables issuing new and modified DSA rates. • Prepares relevant background documentation for survey specialists. • Provides research assistance in the analysis of survey data collected, enters data on salaries and allowances; identifies inconsistent/anomalous data, proposes corrections where possible and brings to the attention of survey specialist. • Carries out tax calculations, as well as a range of other salary determination techniques, e.g., 75th percentile, average, etc.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative, secretarial and programme support functions, 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. Demonstrate 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. . 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. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

Five (5) years of experience in administrative services, finance, international business administration, accounting, audit, human resources or related areas is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree. Experience interpreting rules, regulations or policy is desirable Experience analyzing data, surveys or statistics is desirable. Experience using Excel is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either Arabic or Chinese (Mandarin) or French or Russian or Spanish is desirable. 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 IIIUN Level IIIUN Level IIIUN Level III

Desirable Languages

LanguageReadingWritingListeningSpeakingArabicUN Level IUN Level IUN Level IUN Level IChinese (Mandarin)UN Level IUN Level IUN Level IUN Level IFrenchUN Level IUN Level IUN Level IUN Level IRussianUN Level IUN Level IUN Level IUN Level ISpanishUN Level IUN Level IUN Level IUN Level I

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. 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. 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.

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.

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Potential interview questions

Added 4 hours ago - Updated 4 hours ago - Source: careers.un.org