ADMINISTRATIVE ASSISTANT

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MONUSCO - United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo

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Application deadline 1 year ago: Sunday 11 Dec 2022 at 23:59 UTC

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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 Within the United Nations Stabilization Mission in the Democratic Republic of Congo (MONUSCO), this position is located in the Office of the Chief, Operations and Resource Management, Mission Support Division, in Kinshasa. The incumbent will report directly to the Chief, Operations and Resource Management (CORM).

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

  • Assists to coordinate extensively with Services, Sections and Units under the CORM pillar, on resolving issues and liaises frequently within the pillar both at Mission Headquarters and in the regions.
  • Assists the Administrative Officer to assign approved roles and associated courses and in implementing UMOJA extension projects.
  • Run regular reports comparing UMOJA roles assigned to staff members with their responsibility.
  • Follow up with Global or Local Functional Approvers and Umoja Support Centre for a timely user access provisioning, as well as for the removal of roles in order to ensure proper workflow.
  • Provides updates to relevant Sections on logistics activities involving Mission Support Centre for appropriate coordination.
  • Assists to coordinate inputs on responses to questions raised related to CORM Services, Sections and Units during the legislative review of the performance report, current year expenditures and proposed budget by the Advisory Committee on Administrative and Budgetary Questions (ACABQ) and Fifth Committee of the General Assembly.
  • Assists in the finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
  • Coordinates/drafts, reviews, and edits office-related documentation, including notes, correspondence on behalf of the office, summary reports, situation, and daily reports, briefing notes, memorandums, code cables, etc.
  • Performs other related administrative duties, as required (e.g., operational travel program, review and approve electronic request for travel with-in and outside mission, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizes and coordinates seminars, meetings, conferences, and translations.
  • Coordinates actions with respect to transactions related to the administration of the section's/office's human resource and budget activities. Liaises with the relevant administrative and human resources offices as required.
  • Assist to collects data from relevant databases and prepares customized financial reports when required; Participates in major mission logistics planning (i.e., electoral, and other related client requirements.
  • Monitor proper coverage of Umoja critical roles and report any possible bottleneck to the Administrative Officer.
  • Reports to the Administrative Officer any role misalignment with Umoja Role Guidelines as DoA, Segregation of Duties, threshold, etc.

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

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.

Experience in performing administrative and secretarial functions for senior officials is required.

Experience in drafting, reviewing, and editing office correspondence in both French and English language is desirable.

Experience in the United Nations System (UN peacekeeping political missions, or UN agencies, Funds, and Programmes) or a comparable international organization or nongovernmental organization in a conflict or post-conflict environment is desirable.

Experience using Microsoft applications - Word, Excel, PowerPoint, and working with ERP applications is desirable.

Experience in electronic filing systems, organizing meetings and scheduling appointments in a front office setting is desirable.

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

  • 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.

  • 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.

  • 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.

    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.

Added 1 year ago - Updated 1 year ago - Source: careers.un.org