ADMINISTRATIVE ASSISTANT

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UN MINUSMA - United Nations Multidimensional Integrated Stabilization Mission in Mali

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Application deadline 1 year ago: Thursday 23 Feb 2023 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 This position is located within the Office of the Director of Mission Support (DMS) 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 Director of Mission Support.

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

- Provides substantive and administrative support in managing priorities and workflow of the DMS and his front office; - Accurately transmitting instructions/directives from the Director of Mission Support to Service/Section chiefs as well as Administrative Officers and bringing sensitive and urgent matters to the attention of the DMS; - Drafts routine correspondence and responds to inquiries in respect to relevant administrative and personnel matters of DMS; - Manage records keeping of sensitive correspondence; - Schedules meetings and appointments; maintains files of administrative instructions and other relevant subjects; - Coordinates extensively with components within the MSD Division, liaises frequently with internal team members as well as other mission relevant components; - Overseeing the implementation of ODMS archiving/filing system in SharePoint for the wide range of correspondence to ensure all documents are properly archived while providing guidance on the same to the junior administrative assistant; - Main custodian of ODMS Task Tracking System; - Providing administrative assistance to SAO as required; - Assisting in preparing Minutes, talking points and PowerPoint as background materials required for DMS meetings in a timely manner; - Monitoring ODMS Inbox/ and directing correspondence and queries to Case Officers; - Reviews, records, routes and/or processes mail or other documents; - Compiling relevant background documents and references, identifying issues requiring the DMS' / SAO attention and referring others to relevant officers for appropriate disposition, monitoring and following-up on actions to be taken; - Tracks and monitors follow-up actions as required; - Maintains files (both paper and electronic) and databases for the Front Office; -Take Minutes of DMS’/MSD meetings - Uses standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards; - Participate in TOC or LCC panel as may be required from nominations; - Take on other duties as requires.

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

Excellent drafting skills is required.

Working knowledge of Umoja or similar ERP system within the UN is desirable.

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 Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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