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 This position is located at MONUSCO within the Office of Head of Premises/Entebbe Support Base and duty station in Entebbe. The Administrative Assistant will supervise the Liaison Cell and report to the Chief, Entebbe Support Base and Head of Premises. The Liaison Cell is responsible for providing support to mission level and neighbouring missions by liaising with the Government of Uganda in close coordination with the Resident Coordinator’s office. Handles the administrative formalities, courtesies and communications required to ensure seamless interaction and collaboration between Principles of the Mission, the Host Government and the Diplomatic Community in the conduct of official activities; he/she assist in the coordination of the smooth participation of the Head of Premises, Chief of Staff, Special Representative of the Secretary-general(SRSG), Deputy Special Representatives of the Secretary-General(DSRSGs) and high –level visiting delegations in official functions.

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

Human Resources Management

•Coordinate actions for transactions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required. •Oversee the maintenance of vacancy announcement files and keep track of the status of vacancy announcements. •Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases. •Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission. •Provide advice and answer queries on classification procedures and processes. •Provide information and advice to staff/consultants concerning conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations. •Monitors section’s/office’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

•Provide expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget. •Assist in monitoring budget/work plan for various budgets, trust funds, grants and other funds regularly, suggest reallocations of resources and implement the reallocations as necessary. •Collect data from relevant databases and prepare customised financial reports. •Assist in the review and preparation of the medium-term plan and its revisions. •Review, analyse and assist in finalising the cost estimates and budget proposals regarding staff and non-staff requirements from departments/offices at headquarters and the field, including programmatic aspects: ensure compliance with the medium-term plan other legislative mandates. •Assist managers in the elaboration of resource requirements for budget submissions. •Monitor budget implementation/expenditures and recommend reallocation of funds as necessary. •Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the relevant system are updated regularly. •Monitor extra-budgetary resources, including reviewing agreements and cost plans, ensuring compliance with regulations and rules, and establishing policies and procedures. •Assist in the preparation of the year-end budget performance report submissions.

General Administration

•Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility. •Provide assistance in drafting host country agreements, budget agreements, and contributions for grants or other activities as appropriate. •Identify and resolve diverse issues and problems as they arise, determining the appropriate actions. •Coordinate extensively with service units and frequently liaise with internal team members at Headquarters and in the field mission. •Consolidate the weekly and monthly reports for submission to the Director of Mission Support. •Compile the overtime statistics for Entebbe Support Base staff and submission to the Budget office. •Training the incoming staff on protocol issues, use of UN software, UMOJA, FSS, etc. •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, conferences and translations). •Run and manage the Liaison Cell of the Head of Premises and the staff to ensure support provided to MONUSCO requirement and Entebbe Support Base tenants in obtaining visas, work permits for staff and their dependents and vehicle red plate numbers. •Providing support to mission level and neighbouring missions by liaising with the Government of Uganda in close coordination with Resident Coordinator’s office for obtaining customs clearance, ammunition clearance, medical and human remains repatriation. •Arrange and coordinate high-level meetings with the host Government and the UN delegations and senior management.

Competencies •Professionalism – Substantive experience in and thorough knowledge of administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Extensive knowledge regarding the application of financial and staff regulations and rules. The skills and ability to analyse 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. A high degree of commitment to ensure the proper use of the unit’s financial resources. Shows pride in work and 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.

•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.

•Teamwork – Works collaboratively with colleagues to achieve organisational 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 a 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.

•Client Orientation – Considers all those to whom services are provided to be “clients,” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the client’s environment to keep informed and anticipate problems; keeps clients informed of the progress or setbacks in projects; meets timeline for delivery of products or services to the client.

Education High school or equivalent diploma is required. A technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience At least 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, audit, or in other related fields, of which 3 years should have been at a supervisory level. Experience in providing administrative support services of international peacekeeping or military operations is highly desirable. Extensive knowledge of the UN Administrative rules, regulations and working practices pertaining to field missions is an advantage.

Languages English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required and working knowledge of French is desirable.

Assessment Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.