ADMINISTRATIVE ASSISTANT

Contract

This is a FS-4 contract. This kind of contract is known as Field Service. It usually requires 6 years of experience, depending on education. More about FS-4 contracts and their salaries.

Org. Setting and Reporting This position is located within the Office of the Deputy Special Representative of the Secretary General, Resident Coordinator and Humanitarian Coordinator (DSRSG/RC/HC) of the United Nations Multinational Integrated Stabilization Mission in Mali. Bamako is classified as a Hardship "D" duty station and a non-family duty station. The incumbent will be under the overall supervision of the DSRSG/RC/HC.

Responsibilities Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties:

General Administration: Provides general office support services to help ensure the smooth functioning of the Front Office of the DSRSG/RC/HC; Drafts routine correspondence and respond to inquiries in respect to relevant administrative and personnel matters of the Office of the DSRSG/RC/HC ; Prepare correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the DSRSG/RC/HC; Serves as a back-up to the Senior Administrative upon her/his absence: Prepares and coordinates the daily agenda of the DSRSG/RC/HC and the tentative agenda of his future commitments; Receives and requests appointments, receives high-ranking visitors and coordinates their visits with the Special Assistant; Follows up on invitations, changes of dates and/or venues of meetings and deadlines for submission of speeches, presentations, credentials, press articles, etc; Schedules appointments/meetings based on workload and protocol requirements and prepare relevant material for such appointments/meetings; Notifies all relevant professional staff of the daily appointments and coordinates the attendance of the necessary staff; Maintains calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate Front Office; Maintains files of administrative instructions and other relevant subjects; Reviews, records, routes and/or process mail or other documents; gathers pertinent background material; tracks and monitor follow-up actions as required; Maintains files (both paper and electronic) and databases for the Front Office; Performs basic data entry and management functions; Uses standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. Organizes all administrative requirements with respect to the DSRSG/RC/HC's official travel by making travel arrangements in UMOJA and coordinating all administrative, logistical and security requirements with different components; Coordinates all work and appointments with the Special Assistants.

Human Resources Management: Supports, process and follow-up on actions related to the administration of the Unit's human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc; Liaises and follows-up with the Human Resources Section on issues related to administration of benefits and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations; Maintains and monitors the Unit's staffing table and prepares relevant statistical data and charts as required; Monitors attendance, sick leave and annual leave of staff reporting to the DSRSG/RC/HC; Refers and highlights issues which require immediate attention of the DSRSG/RC/HC.

Budget and Finance: Assists in the preparation of budget performance submissions and in the finalization of budget performance reports. Work implies frequent interaction with the Mission Support staff, Front Offices, Human Resources.

Competencies Professionalism: Ability to provide seasoned effective specialized advice in a broad range of human resources, financial, logistical, and administrative areas to Head of Office/Mission, and to Headquarters and senior mission staff; ability to ensure adequate preparation of reports or rationale with respect to key logistic and administrative decisions; strong negotiation and conflict-resolution skills. 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; Staff must have appropriate attitude and respect to others and appropriate style and attitude to address to large audience with whom the DRRSG/RC/HC interacts.

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.

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 or equivalent diploma is required.

Work Experience At least 6 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative, budget, finance, logistical services, or in other related fields is required. Experience handling confidential documents and data is required. Relevant experience providing administrative services within the Front Office and assisting Senior Officials is required. Experience drafting and reviewing project documents, translating documents from English to French is desirable. Relevant experience in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programs) or similar international organization or non-governmental organization is desirable Experience using Enterprise Resource Planning (ERP) tools is desirable (e.g Umoja). Experience in events’ management is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French is required.

Assessment Evaluation of qualified candidates may include an informal interview.

Special Notice - This position is temporarily available for six 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.