ADMINISTRATIVE ASSISTANT

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UN MINUSMA - United Nations Multidimensional Integrated Stabilization Mission in Mali

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Application deadline 2 days ago: Tuesday 4 Aug 2020

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.

Org. Setting and Reporting The position is located in the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) and is based in Bamako. Bamako is classified as "D" non-family duty station. The incumbent reports to the Senior Political Assistant to the SRSG.

Responsibilities Within delegated authority, the Administrative Assistant FS-5 will carry out the following duties:

•Advise the OSRSG on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the section. •As required, translate all incoming documents for the attention of the SRSG; •Ensure the timely delivery of translated materials from English to French; •Ensure quality check and proofreading of translation ensuring that no typographical errors; •Draft/edit various correspondences in English and French; •Provide assistance and coordination in the preparation and development of the OSRSG’s work programme and budget; •Provide assistance in the review and preparation of the medium-term plan and its revisions; •Assist managers in the elaboration of resource requirements for budget submissions; •Assist translating budget documents of the Mission for the attention of the SRSG or the budget approving bodies (ACABQ and 5th Committee), as required; - Provide assistance in the drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate and translate the same from French to English and reverse, as required - Identify and resolve diverse issues and problems as they arise, determining the appropriate actions; - Coordinate extensively with service units and liaise frequently with internal team members both at Mission Headquarters and in the field mission; - Perform other related administrative duties, as required (e.g. operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conference and translations);

Competencies Professionalism – Substantive experience in, and thorough knowledge of, administrative functions. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. High degree of commitment to ensure the proper use of the unit’s financial resources. 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 area of work.

Planning & Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.

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

Education High school diploma or equivalent is required..

Work Experience At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, involving English – French translation is required.

Languages French and English are the working languages of the UN Secretariat. For this position, fluency in oral and written in both English and French is required.

Assessment Evaluation of qualified candidates may include an informal assessment 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 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.

    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.

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.

Added 6 days ago - Updated 2 days ago - Source: careers.un.org
Beta version. Opening summer 2020.