ADMINISTRATIVE ASSISTANT

Department of Management Strategy, Policy and Compliance - Office of the Under-Secretary-General

Open positions at Department of Management Strategy, Policy and Compliance - Office of the Under-Secretary-General / Open positions at UN
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Application deadline in 22 days: Saturday 11 Jun 2022 at 23:59 UTC

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Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located is in the Sustainability and Resilience Management Unit (SRMU), Office of the Under-Secretary-General (OUSG) for Management Strategy, Policy and Compliance, in the Department of Management Strategy, Policy and Compliance (DMSPC). The position reports to the Chief SRMU and supports one or more senior officers of OUSG.

This post provides direct administrative support to the Sustainability and Resilience Management Unit, including the organization and maintaining of electronic files and SharePoint sites as well as supporting meetings of working groups and communities of practice. The post also supports the communications-related functions for OUSG/DMSPC as well as functions related to providing back-up support to the USG and official correspondence.

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

Human Resources Management

  • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
  • Enters and maintains administrative data and records for time and attendance, etc. in electronic information systems.
  • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with DMSPC Business Partner Service and the Department of Operational Support as necessary.

Budget and Finance

  • Monitors status of expenditures and allotments through Umoja , records variations, updates budget tables.
  • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
  • Reviews status of relevant expenditures and compares with approved budget.
  • Records requisitions for goods and services in Umoja ensuring (a) correct objects of expenditure have been charged and (b) correct description of line items.
  • Assists in the preparation of budget performance submissions.
  • Prepares statistical tables and standard financial reports.

General Administration

  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
  • Drafts routine correspondence.
  • Maintains files of rules, regulations, administrative instructions and other related documentation.
  • Maintains up-to-date work unit files (both paper and electronic).
  • Coordinates extensively with service units and liaises frequently with internal team members across the Secretariat.
  • 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 administrative arrangements for seminars, conferences and translations.

Other duties

  • Provides direct assistance to senior officers or managers of OUSG regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
  • Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
  • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
  • Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
  • Provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
  • Attends meetings, prepares minutes, monitors follow-up activities.
  • Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
  • Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
  • Assists in the preparation of presentation materials using appropriate technology/software.

    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.

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 clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education High school diploma or equivalent.

Work Experience A minimum of five (5) years of experience in general office support or related area required.

At least two (2) years of experience with Office 365 tools including SharePoint, Excel, Word, PowerPoint, Lists, and Teams required.

Experience organizing and supporting MS Teams events required.

Experience in supporting the coordination of multi-stakeholder hybrid meetings is required.

Experience with developing SharePoint sites and lists desirable.

Experience in organizational resilience and sustainability is desirable.

Experience in developing communication materials and in graphic design is desirable.

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

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

Special Notice Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal therefore will be subject to budgetary approval.

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.

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 7 days ago - Updated 1 hour ago - Source: careers.un.org