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 within the United Nations Assistance Mission for Iraq (UNAMI), Baghdad. The Administrative Assistant will report to the Chief of Mission Support (CMS).

Responsibilities Within delegated authority, the Administrative Assistant will carry out the following duties: Provide administrative support to the Chief of Mission Support and other officers within the Office of the Chief of Mission Support, including but not limited to: - Coordinate extensively with service units and liaise frequently with internal team members; - Liaise on mission support related matters, with all relevant parties within the Mission, other UN entities, Government counterparts and non-governmental organizations; - Screen and prioritize all incoming correspondence and submit issues requiring urgent attention; - Receive, process and proper records of confidential and sensitive information, and to ensure confidentiality is maintained at all times; - Draft routine correspondence to respond to enquiries with respect to relevant administrative, financial and personnel matters; schedule meetings and appointments including ensuring visitor access and preparation of meeting venues; control, update and maintain the office filing system, (electronic and paper); maintain files and databases of correspondence and administrative documents; assist in the management of information by screening and responding to request for information and through overall data management; - Participate in meetings and draft minutes and undertake follow-up on administrative issues; - Assist in the preparation of reports and briefing papers on a wide variety of issues related to the objectives of the Office of the Chief of Mission Support; - Ensure availability of office equipment and supplies for all staff; - Identify, address and resolve diverse administrative and personnel issues and problems as they arise, determining the appropriate actions; - Oversee and maintain up-to-date contact address lists of the relevant internal and external entities, UN Agencies, NGOs and international representations/donors; - Organize and coordinate workshops, seminars, conferences and training events as well provide support to external visits to the Mission from UNHQ and other partners. - Manage the agenda, and organize the travel program and meeting calendar for staff members within the Office of the Chief of Mission Support; - Within the organisational setting of the front-office, coordinate preparation of leave plans, meeting schedules, and support service functions. - Maintain and report attendance records for the Office of the CMS - Maintain up-to-date work unit files (both paper and electronic) - Prepare, process and follow up on administrative arrangements and forms related to official travel including MOPs, and special flight requests. - Ensure smooth provision of expendable supplies, including Information Technology assistance requests and maintenance requirements - make a follow up on all requests sent to IT Section. - Respond to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices, duties and responsibilities. - Perform other related duties, as and when required.

Competencies Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management and general office administration). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyse and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. 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 & Organising – 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.

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 on-going developments inside and outside the client’s environment to keep informed and anticipate problems; keeps clients informed of progress of setbacks in projects; meets timeline for delivery of products or services to client.

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

Work Experience At least 8 years of progressively responsible experience within the United Nations system or similar organizations, in the field of administrative services, finance, human resources, logistics, audit, or in other related fields is required.

Experience in managing senior level front office is highly desirable.

Supervisory experience is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English 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 364 days. 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.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• 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.

• The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

• Fully vaccinated status for COVID-19 or willingness to be fully vaccinated for COVID-19 is required for this position.

  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.