Administrative Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

This position is part of the Resident Coordinator Multi-Country Office in Micronesia – a new Resident Coordinator Office created as a result of Multi-Country Office Review, with the view to support efficiently the five Micronesian countries (Palau, FSM, RMI, Kiribati and Nauru). The role of the Resident Coordinator in the context of the UN Reform has changed from coordination of planning (UNDAF) to coordination of both planning and joint implementation as a primary way of effectively and efficiently delivering results. Ensuring a highly consultative planning process is just one of the steps towards good results, but implementation, monitoring, evidence-based programme management equally matter and that’s where the Resident Coordinator function is moving now to. To capacitate the Resident Coordinator Office to play a critical role in strategic joint programming takes time. In the context of the Multi-Country Office, organizing work outside the MCO hub is even more demanding of country presence and vision. In order to strengthen coordination, deploying UN Volunteers to assess the gaps, provide transitional support and help with enforcement of the reform, assisting the dialogue between the RCO, UN Country Team and counterparts and stakeholders is a business model that is highly effective for the Pacific MCOs.

Within the delegated authority and under the supervision of the Head of RCO or his/her designated mandated representative(s), the UN Volunteer Administrative Assistant will:

Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• 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. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS. • Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance • Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists managers in the elaboration of resource requirements for budget submissions. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Prepares or customizes financial reports from IMIS system generated reports. • Coordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • 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 events, seminars, conferences and translations). • Acts as a focal point for Umoja requisitioner and petty cash custodian for the Country Office. • May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration/Procurement • Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raises requests for goods, services, and hiring of consultants/individual contractors. • Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders. • Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services. • Maintains internal files and relevant documentations for procurement activities, including the use and updating of all relevant UN data platforms. • Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities. • Processes the payment of contractors' invoices and monitor payments upon satisfactory receipt and performance. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, office building access and door keys.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Provide annual and end of assignment self-reports on UN Volunteer actions, results, and opportunities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc; • Assist with the UNV Buddy Programme for newly arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

13. Results/expected outputs

• As an active UNRCO team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNRCO and its beneficiaries in the accomplishment of her/his functions, including:

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. Competencies: • Professionalism & Accountability: 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. 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. • 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. • 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.

• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

• Professionalism & Accountability: 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. 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. • 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. • 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 clients.

administrative services, finance, accounting, audit, human resources or related area is required. • Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable. • Work experience with the United Nations or similar international organization is desirable. • Experience in handling web-based management systems is desirable. • Experience with Financial Regulations and Rules is desirable.

The Federated States of Micronesia (FSM) is considered a hardship level C duty station in terms of ICSC rankings. The country is in the centre of the Pacific Ocean, has an estimated population of around 120,000 and comprises four states: Pohnpei, Kosrae, Chuuk and Yap. The RCO/MCO is based in the state capital of Pohnpei, Kolonia, the most populated state (approx. 35,000).

Pohnpei has one international airport with flights to Guam and Hawaii, as well as to the four states. Due to COVID-19 restrictions, access to FSM and Pohnpei in particular is strictly controlled by the state authorities. The country has been slowly opening up and it’s expected that normal flights will resume in the first half of 2022.

Access to health services are limited. There are two basic hospitals on Kolonia, but there are no specialists in country and complete lab analyses are not possible. There are no international schools or those that meet international standards in Kolonia, but there are several ecclesiastic secondary schools.

In terms of leisure and sports opportunities, there is a well-equipped private gym and a more basic state-run gym, as well as a track and field track. It is possible to practise all manner of water sports including diving, sailing, boat trips, snorkelling, paddling etc. There are also numerous opportunities for hiking.

Accommodation is limited but available at a range of price scales. Flats tend to be more readily available than houses. Most accommodation is within an easy distance of the UN office. Taxis are available at very little cost but they are limited in availability and not very reliable, so it is recommended to buy a car in order to ensure freedom of movement.

Nearly all goods and food stuffs available are imported. There are a few basic restaurants and bars in Kolonia and several supermarkets and a large hardware store where all basic and imported foods stuffs and non-food items are available. Furniture and more luxury items are rarely available. Cars are difficult to purchase in country but can be imported cheaply. Only limited fresh fruit and vegetables are available seasonally and not on a regular basis.