ADMINISTRATIVE ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located in the United Nations Office for Sustainable Development (UNOSD), in the city of Incheon, Republic of Korea. UNOSD is a project office of the Division for Sustainable Development Goals. The Division for Sustainable Development Goals (DSDG), in the United Nations Department of Economic and Social Affairs (UNDESA) acts as the Secretariat for the SDGs, providing substantive support and capacity-building for the goals and their related thematic issues, including water, energy, climate, oceans, urbanization, transport, science and technology, the Global Sustainable Development Report (GSDR), partnerships and Small Island Developing States. DSDG plays a key role in the evaluation of UN systemwide implementation of the 2030 Agenda for Sustainable Development and on advocacy and outreach activities relating to the SDGs. For more information, please visit DSDG website at https://sdgs.un.org/. You may also wish to visit the website of the UNOSD at https://unosd.un.org/. The Administrative Assistant reports directly to the UNOSD Head of Office.

Responsibilities Under the guidance and supervision of the Head of the United Nations Office for Sustainable Development and within limits of delegated authority, the Administrative Assistant will be responsible for the following duties: 1. Performs a wide range of office support and administrative support functions; provides direct assistance to the Head of the United Nations Office for Sustainable Development; 2. Monitors status of expenditures and allotments, records variations, and updates budget tables; Consolidates data received and provides support to the Head of the Office and Senior staff with respect to budget reviews; Reviews status of relevant expenditures and compares with approved budget; Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; Assists in the -preparation of budget performance submissions and budget revisions; Prepares statistical tables and standard financial reports; Performs related transactions in Umoja, the UN Secretariat's enterprise resource planning (ERP) software. 3. Initiates, , monitors, reviews and follows-up on actions related to the administration of the Office's human resource activities, e.g., recruitment, placement, relocation, promotion, extension of appointments, performance appraisal, separation, training etc., ensuring consistency in the application of regulations and procedures; Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in UNOSD’s electronic and physical filing system and the UN’s administrative and management information systems Umoja and Inspira; Reviews entitlements-related claims and reports; Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary; Maintains and reviews organizational staffing tables; prints and reviews reports. 4. Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. 5. Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.); Performs related transactions in Umoja. 6. Maintains files of rules, regulations, administrative instructions and other related documentation. 7. Maintains up-to-date files (both paper and electronic), records and databases for the Office. 8. Coordinates extensively with service units and liaises frequently with internal team members at UNOSD, UN Headquarters and in the field. 9. Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences.

Competencies - PROFESSIONALISM: 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. - 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. - PLANNING AND 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.

Education High school diploma or equivalent. Secretarial and/or management/executive assistance training/courses are desirable.

Work Experience At least two years of experience in administrative services, finance, accounting, audit, human resources or related area are required. Experience in supporting operational activities related to sustainable development within the United Nations or regional or international organizations is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Korean is required. Knowledge of another official United Nations language is an advantage.

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

Special Notice This Job Opening refers to a capacity development project position. The initial appointment is for one year and it is subject to availability of funds. Annual renewal of the appointment is subject to continuation of the project’s mandate, priorities, and availability of funds. 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. The United Nations as a Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

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.