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 Mission Support Section of the United Nations Office in Central Africa (UNOCA), and reports to the Chief Mission Support. UNOCA covers the countries of the Economic Community of Central African States, namely: Angola, Burundi, Cameroon, Central African Republic, Chad, Republic of the Congo, Democratic Republic of Congo, Equatorial Guinea, Gabon, Rwanda and Sao Tome and Principe.

Responsibilities Under the direct supervision of the Chief of Mission Support, and within delegated authority, the Administrative Assistant will be responsible for the following duties:

Budget and Finance: - Provides expert assistance and coordination in the preparation and development of the section 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; - Collects data from relevant databases and prepare customized financial reports when required. - Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section, including programmatic aspects; - Assists managers in the elaboration of resource requirements for budget submissions; - Monitors budget implementation/expenditures and recommend reallocation of funds as necessary; - Reviews and verifies the availability of funds for all requisitions that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis; - Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures; - Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

Human Resources Management: - Provides support with respect to transactions related to the administration of the section’s/office human resources activities, e.g., recruitment, 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; - Maintains records of the performance evaluation status of the section/office; - Coordinates the induction and orientation of new staff members in the section.

General Administration: - Coordinates the provision of guidance, training and daily supervision to other staff within the area of responsibility; - Prepares requirements, scope of work, and any correspondence necessary in contracts management; - Assists in the drafting of standard operating procedures for self-accounting units such as logistics/supply chain management, engineering, transport, air operations and mail & pouch; - Assists in the drafting and implementation of strategic review of standardization opportunities and guidance on sourcing and delivery in line with global acquisition plans; - Performs inventory management duties including acquisition, stock management, distribution, physical count and discrepancy adjustments as well as warehouse operation functions; - Monitors generator maintenance, repairs and refueling, - Monitors periodical and routine building maintenance including daily services such as cleaning and garbage collection, as well as alteration and renovation of UNOCA sites and offices; - Assists in vehicle fleet management including, Carlog system, accident/incident reporting and repairs, workshops routine and unexpected maintenance, fuel consumption, spare parts, dispatch/shuttle services, driving test administration; - Prepares administrative and logistics requirements for rental of fixed wing aircraft from other missions or UN agencies as required, and follows up on payment procedures; - Receives and processes incoming mails, prepares airway bills for courier services, inspects transshipments going to overseas offices, advises on UN rules and regulations applicable to shipments, and prepares statistics/reports for all incoming and outgoing mail.

Competencies - Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Substantive experience in, and thorough knowledge of self-accounting unit (SAU) administrative services and logistics operations, practices and contract management. Ability to specify business rules in the specific SAU areas. Familiarity with all of the unit's business operations and objectives. High degree of commitment to ensure the proper use of the unit's financial resources. 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. A first-level or advanced university degree is an advantage. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.

  Work Experience At least eight (8) years of progressively responsible experience in the field of administration, budget & finance, or in other related fields, of which three (3) years should have been at a supervisory level. At least one (1) year experience working in the office of Director/Chief of Mission Support managing both administrative and logistics services is highly desirable. Proficiency in the use of Umoja Business Intelligence, Umoja BPC Budget Formulation module, and Travel and Source to acquire applications is highly desirable. Experience working in a United Nations Special Political Mission is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. Fluency in English and French, (both oral and written) is required.

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

• 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.

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.