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. More about G-6 contracts.

Org. Setting and Reporting This position is located at the United Nations Global Compact Office. The Administrative Assistant reports to the Associate Administrative Officer.

The United Nations Global Compact is the United Nations' voluntary corporate sustainability initiative in the areas of human rights, labour, the environment, and anti-corruption. It revolves around ten universal principles drawn from four key international instruments in these areas. The Global Compact Office is the United Nations entity responsible for the overall management and coordination of the Global Compact initiative. It pursues two complementary objectives: (1) making the Global Compact and its principles part of business strategy and operations everywhere; and (2) facilitating cooperation among key stakeholders by promoting partnerships and collective action in support of United Nations, and the United Nations Sustainable Development Goals (SDGs).

Responsibilities Within delegated authority and under the direct supervision of the Associate Administrative Officer, the Administrative Assistant will be responsible for the following duties:

Human Resources Management - Initiates, reviews, processes and follows up on actions related to the recruitment of the United Nations Global Compact Office (UNGCO) staff and consultants, assisting with overall performance appraisal management, conducting UNGCO internal job classification reviews, and ensuring consistency in the application of United Nations rules and procedures in all UNGCO human resource and administrative matters.

• Responds to enquiries and 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.

• Monitors and updates the UNGCO organizational charts.

Budget and Donor Relations - Assists in the preparation and review of financial and human resource proposals/requirements.

• Consolidates budget/work programme with respect to the UN Global Compact trust fund, grants received and procurement. Monitors expenditures and compares with approved budget.

• Regularly assists the office to communicate and engage donor governments by responding to and initiating all donor queries, providing updated activity reports and other documentation to donors as needed.

• Prepares or customizes financial reports from Umoja system generated reports. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Programme and General Administration. - Drafts routine correspondence to respond to enquiries with respect to relevant administrative, consultant, and personnel matters.

• Organizes, compiles and reviews policy connected to the UNGCO integrity measures. Disseminates updated policy as instructed by the Associate Administrative Officer.

• Compiles, analyzes, summarizes, and enters data on participant activities connected to the Global Compact's 10 Principles and to the United Nations Sustainable Development Goals.

• Assists in compiling data and narrative for the Impact Report. Coordinates regularly, and as needed, with service units such as the Executive Office (EO), Travel Office, Office of Human Resources Management, and Umoja HDG on matters pertaining to the UNGCO and liaises frequently with internal team members at the UNGCO, and with international offices as needed.

• Performs other related administrative duties, as required (e.g., monitoring accounts and payments to individual contractors for services; proofreading documents, reports, memos and letters).

• Assists the Associate Administrative Officer with all aspects of Global Compact Board Meeting preparation; also assists with general meetings and events preparation as needed, including, but not limited to, assisting to draft agendas, finalizing and disseminating invitations, contacting potential speakers, finalizing speaker and attendee lists, completing catering orders, overseeing budget and expenditures for meetings.

• Assists the Associate Administrative Officer and team in the annual review and update of the Global Compact strategy and related reports. Assists in updating and compiling draft reports as needed; and maintains various drafts for dissemination to different audiences.

• Conducts research on behalf of the Associate Administrative Officer on prospective UNGC Board Members.

• Assists UN staff with Umoja queries related to travel, time and attendance, contract extensions, dependency benefits, and other administrative matters.

• Oversees the administration of United Nations Consultant and Individual Contractor (C/IC) contracts; oversees all Umoja functions related to C/IC recruitments, liaises with the EO and Umoja HDG team to create shopping carts, and for the creation of C/IC contracts.

• Processes the monthly payment of consultants invoices and monitors payments. Monitors office compliance with respect to C/IC performance evaluations.

• Reviews and submits all United Nations forms and permissions on behalf of the UNGCO to the Executive Office, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Contract Administration - Assists with day-to-day administration of contracts between the United Nations and external contractors for outsourced services.

• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the United Nations.

• Processes the payment of contractors' invoices and monitor payments.

• Prepares and processes all United Nations forms and permissions for contractual and work unit, section or service United Nations staff, including: UN grounds passes, property passes, United Nations parking permits, swipe-card access and door keys.

  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 or those of a similar international organization. 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.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount 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.

  Education High school diploma or equivalent is required.

  Work Experience A minimum of seven years of experience in administrative services, finance or related area is required.

  Experience with human resources as it relates to recruitment, contract management, staff benefits and entitlements, is desirable.

  Experience providing support on travel processes is desirable.

  Previous experience working with the United Nations System or a similarly large international organization is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN official language is desirable.

  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 until 30 September 2022 initially, with possibility of extension through 31 December 2022. 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.

• 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.

• 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.

• The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

• 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.