ADMINISTRATIVE ASSISTANT

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UNTSO - United Nations Truce Supervision Organisation

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Application deadline 1 year ago: Wednesday 30 Mar 2022 at 23:59 UTC

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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 in the United Nations Truce Supervision Organization (UNTSO) in Jerusalem. The Administrative Assistant, under the supervision of the Senior Legal Advisor in consultation/coordination with the Deputy Chief of Staff, supports the SLA and the DCOS as required.

Responsibilities Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties: (These duties are generic and may not be performed by all Administrative Assistants FS-4.) GENERAL ADMINISTRATION: - Provide day-to-day administrative support that is coordinated and delivered in an effective, timely and efficient manner. - Prepare and coordinate the daily/weekly/monthly agendas and the tentative schedule for future commitments; follow up on replies to invitation, changes of dates, and venues of meetings. - Organize all administrative requirements concerning official travel, including field visits to review the service delivery functions/projects and resolve the current challenges; make travel arrangements and coordinate all regulatory, administrative, logistical and security requirements; ensure that all concerned are informed of scheduled activities, anticipate requirements for background material and provide a compilation of briefing material for appointments, meetings, Missions are complete and up-to-date. - Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial, audit, personnel matters - Maintain files and records, including in connection with sensitive/confidential matters, including as relate to issues of privileges and immunities - Coordinate extensively with Section Chiefs and liaise with internal team members both at Headquarters and in the field. - Perform other duties, as required BUDGET AND FINANCE: - Provide assistance and coordination in the preparation and development of Section budgets, including the official travel and the training of the staff/personnel. - Monitor budget implementation/expenditures and recommend reallocation of funds as required; assist in monitoring budget/work program concerning various budgets regularly; assist in the review and preparation of the medium-term plan and its revisions. - Provide assistance in submitting and monitoring budget performance, suggests reallocations of resources, and implements the reallocations as necessary. - Serve as focal point to coordinate with other Finance and Budget staff on related issues during preparation of budget reports. - Perform other duties, as required HUMAN RESOURCES MANAGEMENT and UMOJA: - Coordinates actions related to human resources management activities, including recruitment, on-boarding, induction, learning and training, performance appraisal and separation, ensuring consistency in the application of conditions of service and UN rules and Regulations - Responds to enquiries and provides information and guidance regarding entitlements, administrative procedures, processes and practices, conditions of service. - Serve as a focal point for UMOJA. - Perform other duties, as required.

Competencies Professionalism: 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.

Planning & 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.

Client Orientation: Consider all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Identifies clients’ needs and matches them to appropriate solutions; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of product or services to client.

Education High school diploma or equivalent is required.

Work Experience At least 6 years of progressively responsible experience within the United Nations system or the private sector in the fields of administrative services, finance, accounting, human resources, audit, or in other related fields is required.

Experience in supporting senior level management of the United Nations and/or the front office of a senior UN official, including the ability to simultaneously manage multiple diverse higher-level administrative matters, is required.

Experience handling confidential documents is required.

Experience in legal-related matters and/or interaction with the military component of a mission is required.

Experience in a UN field mission, preferably at the international level is highly desirable.

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

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

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 August 2021, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Congo, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Haiti, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, Somalia, South Sudan, Suriname, Timor-Leste, Tonga, Turkey, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

Added 2 years ago - Updated 1 year ago - Source: careers.un.org