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 in the United Nations Truce Supervision Organization (UNTSO), Duty Station, Jerusalem. The incumbent reports to the Senior Advisor, and assists the Office of the Head of Mission as required.

Responsibilities Under the direct supervision of the Senior Advisor, the Administrative Assistant provides high quality administrative and management support to the Office of Senior Advisor. Within delegated authority, the Administrative Assistant FS-5 will carry out the following duties: (These duties are generic, and may not be performed by all Administrative Assistants FS-5.) General Administration: Takes charge of and organizes the daily schedule/appointments of the Senior Advisor, including ensuring that required meeting papers are ready. Coordinates the provision of guidance, training and supervision to other staff in the area of responsibility, including the Analysis Team and Liaison Office members. Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility. Provides assistance in drafting of, budget agreements, and contributions for grants or other activities, as appropriate. Identifies and resolves diverse issues and problems as they arise, determining appropriate actions. Coordinates extensively and liaises frequently with the substantive, analytical and liaison capacities, and support officers at both Headquarters and in the field. Performs other related administrative duties, as required (e.g. operational travel programme, 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, records management and archiving, organizes and coordinates seminars, conferences and translations). Liaises with relevant Offices regarding high-level visits to UNTSO and its field offices and/or Senior Advisor participation in high-level visits of the UN Secretariat, UN Member States, and regional UN entities. Performs any other duties that may be assigned or required.

Human Resources Management: Coordinates actions with respect to transactions related to the administration of the Senior Advisor’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. Liaises with the relevant administrative and human resources offices, as required. Advises staff on relevant rules and regulations; oversees the coordination of the organization of induction and orientation for new staff members to the Office of the Senior Advisor. Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the UN Staff Rules and Regulations.

Budget and Finance: Provides expert assistance and coordination in the preparation and development of the Senior Advisor’s work plan and budget. Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implements the reallocations, as necessary. Assists managers/team leaders in the elaboration of resource requirements for budget submissions. Assists in the preparation of the year-end budget performance report submissions. Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

Competencies Professionalism – Ability and experience across a broad range of administrative functions, which should include budget/work programme, human resources and database management; Knowledge and application of the UN system, and the UN Staff Regulations and Rules; A high degree of commitment to ensure the proper use of the Organization's resources; Proven capability to put all the above knowledge to work, working independently, with a high degree of responsibility; Ability to handle protocol functions including VIP visits, as well as coordinate and/or organize events. 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 & Organizing – 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 organizational 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 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.

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

Work Experience A minimum of 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, audit, or in other related fields is required

At least five years experience in United Nations special political mission or peacekeeping operation, outside the country of origin, in handling services such as visa, notes verbales and code cables, and organizing/coordinating Front Offices and VIP visits including to field offices, 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.

Proficiency in various Microsoft Office applications and knowledge of Umoja and administrative database management, is required.

At least three years of experience, in coordinating and managing inter-component/office collaborations, workflows and processes, is desirable.

Working knowledge of the UN Archiving and Records Management Policy is desirable.

Experience working in / on the Middle East region is desirable.

Experience handling sensitive and confidential information is desirable.

Experience drafting official correspondence and reports is desirable.

Experience working in a multicultural environment and establishing working partnerships with a diverse range of stakeholders and personnel categories is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required, (both oral and written). Knowledge of another UN official language is an advantage

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.