Administrative Assistant

Contract

This is a FS-4 contract. This kind of contract is known as Field Service. It usually requires 6 years of experience, depending on education. More about FS-4 contracts and their salaries.

Org. Setting and Reporting This position is located within the United Nations Investigative Team for Accountability of Da'esh / ISIL (UNITAD) and will be based in Baghdad, Iraq. The incumbent reports to the Chief of Staff.

UNITAD was established by the Secretary-General pursuant to Security Council resolution 2379 (2017), according to which it is mandated to support domestic efforts to hold ISIL (Da'esh) accountable by collecting, preserving and storing evidence in Iraq of acts that may amount to war crimes, crimes against humanity and genocide committed by the terrorist group ISIL (Da'esh) in Iraq.

Responsibilities Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties:

General Administration - Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants. - Coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field. - Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assist with the organization and coordination of seminars, conferences and translations. - Guide, train and supervise more junior level staff.

Human Resources Management - Initiate, review, process and follow-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members, training, etc…, ensuring consistency in the application of UN rules and procedures. - Maintain a roster of prospective candidates; participate in the selection of candidates for secretarial, clerical and field service-related category positions; evaluate and screen applications of such candidates, prepare profiles of candidates, conduct preliminary interviews, conduct roster searches for vacancies and identify short-lists of candidates. - Oversee the maintenance of the vacancy announcement files and keep track of status of all current vacancy announcements under the Office of the Chief of Staff. - Maintain and monitor the staffing table of the Office of Chief of Staff and prepare relevant statistical data and charts as required.

Budget and Finance - Assist in the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the field mission's budget, trust funds, grants and procurement. - Consolidate data received from other sections regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget. - Review expenditures and compare with the field mission approved budget; prepare adjustments as necessary. Assist managers in the elaboration of resource requirements for budget submissions, coordinate with other finance and budget staff on related issues during the preparation of the budget report. - Assist in the preparation of budget performance submissions and in the finalization of budget performance reports. - Monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded. - Review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.

Contract Administration: - Assists with the day-to-day administration of contracts between the section/unit and external contractors for outsourced services. - Audits the contractors' invoices against the goods and services provided by the contractor as and when required. - Processes the payment of contractors' invoices and monitor payments. Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN ID passes, IT form, visitor access request, swipe-card access and door keys. - Performs other duties, as required.

Competencies - Professionalism: 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.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• Planning& 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 or equivalent diploma is required. Secondary school, technical school, university and other courses and training programmes relating to the work, is desirable.

  Work Experience At least six (6) years of progressively responsible experience in the field of finance, accounting, human resources, audit, administrative services or other related fields is required.

  Experience in the United Nations system or other comparable international organizations is required.

  Experience in drafting official correspondence for senior management is required.

  Experience in handling confidential documentation is required.

  Experience in arranging travel and accommodation is required.

  Experience working in a conflict or post conflict environment is required.

  Experience in assisting budget preparation for an international organization is required.

  Experience with data analytics is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in Arabic is desirable.

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

  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.

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.

Fully vaccinated status for COVID-19 or willingness to be fully vaccinated for COVID-19 is required 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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.