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 Office of the Deputy Special Representative of the Secretary General for Political Affairs (DSRSG-P) of the United Nations Multinational Integrated Stabilization Mission in Mali (MINUSMA). Bamako is classified as a Hardship "D" duty station and a non-family duty station. The incumbent will report directly to the Deputy Special Representative of the Secretary-General.

Responsibilities Within delegated authority, the Administrative Assistant FS-5 will be responsible for the following duties:

General Administration: - Provides substantive and administrative support in managing priorities and workflow of the DSRSG-Political and the work unit; - Manages the calendar of the DSRSG-Political and coordinating appointments and visits as well as access for visitors; - Drafts routine correspondence and responds to inquiries in respect to relevant administrative and personnel matters of DSRSG-P; - Schedules meetings and appointments; maintains files of administrative instructions and other relevant subjects; - Coordinates extensively with components within the Political Pillars, liaises frequently with internal team members as well as other mission relevant components; - Performs other related administrative duties, as required e.g., operational travel plan for the Pillar; - Monitors attendance and leave recording; - Processes and monitors the submission of claims; - Manages office supply and equipment maintenance, waivers and MOPs; - Assists with the organization and coordination of meetings etc; - Monitors changes and communicates relevant information to appropriate staff inside and outside the immediate Front Office; - Reviews, records, routes and/or processes mail or other documents; - Gathers pertinent background material; - Tracks and monitors follow-up actions as required; - Maintains files (both paper and electronic) and databases for the Front Office; - Performs basic data entry and management functions; - Uses standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards;

Human Resources Management - Supports, process and follow-up on actions related to the administration of the Unit’s human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc; - Liaises and follows-up with the Human Resources Section on issues related to administration of benefits and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations; - Maintains and monitors the Unit’s staffing table and prepares relevant statistical data and charts as required.

Budget and Finance: - Assists in the preparation of budget performance submissions and in the finalization of budget performance reports. Work implies frequent interaction with the Political Pillar components, Mission Support staff, Front Offices, Human Resources. - Preforms any other duties as may be assigned.

Competencies Professionalism: Ability to work with tact and diplomacy, primarily as an enabler of constructive actors and processes. 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 areas 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 diploma or equivalent is required.

Work Experience At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.

Three years of experience in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programs) or similar international organization or non-governmental organization is required.

Experience supporting the front office of a senior official in either a government institution or an international organization (UN equivalent ASG-level or above) is required.

Relevant experience providing administrative, financial and budgetary, logistical support, staff training, programs/projects support is required.

Working knowledge of Umoja or similar ERP system supporting asset management activities within the Unit is required.

Languages English and French are the working languages of the United Nations Secretariat. For this position, fluency in English and French, both oral and written, are required.

Assessment Evaluation of qualified candidates may include an informal interview.

Special Notice - This position is temporarily available until 30 June 2023. 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.

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.