ADMINISTRATIVE ASSISTANT

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.

Salary

The salary for this job should be more than 5,630 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

The position is located in the UN RCO in Riyadh, Kingdom of Saudi Arabia.

The Administrative Assistant works under the overall guidance of and reports directly to the RCO Strategic Planner and Team Leader and coordinates closely with the Executive Associate. The working environment entails working collaboratively with the UN RCO team and Agencies staff and external counterparts for the successful achievement of the responsibilities and assigned tasks.

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

General Administration - Supports the management of the RC office space in the UN House and liaises with the building managers on all issues. - Coordinates with service providers and liaises frequently with UN staff at Headquarters and regional levels on administrative issues. - Manages IT requirements, including identification of office technology needs and organizing maintenance of equipment, software and systems. - Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial, and personnel matters. - Manages translation of key RCO documents into Arabic or English. - Performs other related administrative duties such as asset management, supports operational travel; and supports the organization and coordination of seminars, and conferences. - Liaises with UNDSS on preparation and processing of UN forms and permissions for RC Office staff, interns and contractors, for UN House grounds passes/swipe-card access.

Human Resources Management - Initiates and follows-up on actions related to the RCO’s human resource activities, including support on recruitment of staff, requests for visas and residency etc., ensuring consistency in the application of UN rules and procedures. - Provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. - Maintains staffing table and prepare relevant statistical data/charts, including for UNDSS staff lists.

Budget and Finance - Assists in the preparation of budget including financial, procurement, and human resource proposals, and consolidates budget/work programme for RCO’s budget. - Monitors expenditures and compares with approved budget; prepares adjustments as necessary and coordinates with Headquarters and Regional finance and budget staff on related issues. - Manages and reports on the RCO’s petty cash.

Contract Administration - Manages administration of contracts between the UN and consultants and contractors for outsourced services, including reviewing the contractors' invoices against the goods and services provided by the contractor and approved by the UN. - Processes the payment of contractors' invoices and monitor payments.

Support to the UN Operation Management Team (OMT) - Supports the Chair of the OMT, under the guidance of the RCO Head of Office, to plan OMT meetings, keep minutes of the meetings, track follow up on actions, and prepare brief notes for updates to the UNCT. - Supports the Chair of the OMT and the RCO Team Leader to plan and implement corporate operational surveys.

Work implies frequent interaction with the following: Staff within the RCO including outposted capacities and partners of the RCO. Human resource, administrative, accounting staff in Agencies, Funds and Programme and Headquarters, general support service and conference services staff. Consulting firms.

Results Expected: Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit.

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.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education Completion of high school diploma or equivalent is required. Bachelor’s Degree in Administration, Computer Sciences, or a related field is desirable.

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

Experience with Information Technology is desirable

Experience working for a United Nations entity is desirable.

Knowledge of the United Nations Information Technology systems 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 and Arabic is required. Knowledge of another official United Nations language is an advantage. NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of "confident" in two of the four areas

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

Special Notice Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to legislative body funding availability.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of SR 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

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.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

The United Nations Resident Coordinator’s Office values diversity among its staff. We welcome applications from qualified Saudi women and men, including those with disabilities.

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.