ADMINISTRATIVE ASSISTANT

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting This position is located in the United Nations Information Center (UNIC) in Washington D.C., within the Information Centres Service (ICS), Strategic Communications Division (SCD), Department of Global Communications (DGC).

UNIC Washington is the principal source of information about the United Nations system in the United States. The Information Center is responsible for promoting public understanding and support for the aims and activities of the United Nations by disseminating UN information materials to a local audience in English; engaging local and regional partners; and, overall, bringing the United Nations closer to the people it serves.

The incumbent is under the direct supervision of the Deputy Director and the overall supervision of the Director.

Responsibilities Within delegated authority, the incumbent is responsible for the following duties:

Human Resources Management •Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. •Provides advice and answers general queries on procedures and processes. •Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance •Provides expert assistance in the preparation and development of the unit’s work programme and budget. •Collects data from relevant databases and prepares customized financial reports. •Provides assistance in the review, and preparation of the medium-term plan and its revisions. •Assists managers in the elaboration of resource requirements for budget submissions. •Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. •Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. •Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. •Assists in the preparation of budget performance submissions. •Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

Contract Administration •Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. •Audits 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.

General Administration •Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate. •Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. •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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate meetings, seminars, conferences and translations). •Maintains constant contact with key UN offices to organize targeted outreach opportunities for senior UN officials, gather information and keeps abreast of the timing and substance of key meetings, events, speeches, activities, etc.; maintains files on key subjects before the UN and on the activities of the Secretary-General; Prepares briefs on assigned topics for senior UN officers; •Guides and/or supervises less experienced staff; •Performs other related duties, as required.

Competencies Professionalism: Ability to perform a broad range of administrative and programmatic functions, e.g., budget/work programme, human resources, database management, organization of events and meetings, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. Demonstrate excellent organizational and inter-personal skills. 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.

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.

Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education High school diploma or equivalent is required.

Work Experience A minimum of ten years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience working with Enterprise Resources Planning (ERP) systems such as Umoja, SAP or similar is required.

Experience working with the UN key counterparts in Washington, D.C., such as Government officials, experts in NGOs and the academia, private sector and media organizations is desirable.

Experience utilising online talent management systems such as Inspira, PeopleSoft or similar is desirable.

Experience working in an 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 official United Nations language is an advantage.

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

Special Notice 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 United Nations Secretariat is committed to achieving 50/50 gender balance 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.