ADMINISTRATIVE ASSISTANT

This opening expired 1 year ago. Do not try to apply for this job.

UN DPPA - Department of Political Affairs and Peace-building

Open positions at UN DPPA / Open positions at UN
Logo of UN DPPA

Application deadline 1 year ago: Thursday 28 Apr 2022 at 23:59 UTC

Open application form

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting The position is located in the Financing for Peacebuilding Branch of in the Peacebuilding Support Office (PBSO) in the Department of Political and Peacebuilding Affairs (DPPA). The Administrative Assistant will report directly to the Chief of the Branch and indirectly to the Administrative Officer in the Front Office of PBSO in matters of grant management and human resources.

Established in 2005, the Peacebuilding Support Office (PBSO) helps to sustain peace by fostering international support for nationally owned and led peacebuilding efforts. The Office assists and supports the Peacebuilding Commission (PBC), manages the Peacebuilding Fund (PBF) on behalf of the Secretary-General, and works to enhance system-wide coherence and partnerships with UN and non-UN actors in support of building and sustaining peace in relevant countries.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management - Initiates, reviews, processes and follows-up on actions related to the administration of the Branch's human resource activities, e.g., recruitment orientation and setting up of newly recruited staff and consultants, performance appraisal, job classification reviews. - Monitors staffing table and prepare relevant statistical data/charts, Raise extension requests in a timely manner. - Maintain and prepare relevant statistical data/charts for consultants, Junior Associate Officers, as well staff seconded from UN Agencies, including maintaining files of for Memorandum of Agreements with UN Agencies and their Time and Attendance reports.

Budget and Finance - Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement. - Provide support to the review, analyses and preparation of the cost plan for the PBF overhead. Prepare supporting documents with respect to finalization of cost estimate and budget proposal for the Trust Fund. - Monitors expenditures and compares with approved budget; prepares adjustments as necessary. Analyse data of country projects gathered from Project Officers in the Branch as well as from the Multi-Partner Financing Office. - Assists managers in the elaboration of resource requirements for budget submissions. - Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. - Prepares or customizes financial reports from Umoja system generated reports. - Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration - Assists in the overall administration of the Branch, i.e. provides substantive and administrative support in managing priorities and work flow of the Branch; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. - Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial audit, personnel matters. Maintains /improves the administrative procedures and systems for smooth functioning of the Branch, including filing systems of legal agreements of PBF allocation decision. - Coordinates extensively with within the Branch and with other Branches as well as the Front Office. - Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). - May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration - Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services in the areas of Country Evaluation of PBF funded projects. - Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN, including Low Value Acquisitions and Caterers for high level annual and biannual meeting. - Processes the payment of contractors' invoices and monitor payments. - Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes for visiting evaluation experts, swipe-card access.

Competencies PROFESSIONALISM - Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. - 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. - 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.

TECHNOLOGICAL AWARENESS - Keep abreast of available technology - Understand applicability and limitations of technology - Actively seek to apply technology to appropriate risks - Show willingness to learn new technology

Education High school diploma or equivalent. Higher level education in Business, Finance, Accounting, Administration or related area is desirable.

Work Experience Seven years of experience in administrative services, finance, accounting, human resources or related area is required.

Experience in arranging travel and preparation of travel claims within the UN system or a comparable institution is required.

Work experience with offices of the UN Secretariat and UN Offices away from Headquarters (including UN peacekeeping operations) or with comparable international organizations is desirable.

Experience working with Enterprise Resources Planning systems such as Umoja is desirable.

Experience using spreadsheets is desirable.

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

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This post is available for six months pending issuance and completion of JO. This post is normally funded for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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 1 year ago - Updated 1 year ago - Source: careers.un.org