ADMINISTRATIVE ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting The position is located within the ‘front office’ of the United Nations Operations and Crisis Centre (UNOCC). The UNOCC is a multi-party entity reporting to the USG for Policy in the Executive Office of the Secretary-General (EOSG), through the Strategic Planning and Monitoring Unit (EOSG/SPMU) and, on peacekeeping matters, with oversight from the USG for Peace Operations, through the Director for Coordination and Shared Services (ODCSS). The UNOCC also receives strategic oversight from a Client Board of principals from each of the client entities. The UNOCC provides global situational awareness, crisis and risk management, as well as facilitates cross-pillar analysis and decision-making in the UN. The Centre is operationally positioned under the ODCSS between the Department of Political and Peacebuilding Affairs and the Department of Peace Operations. The Administrative Assistant will report to the Deputy Director of the UNOCC.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management - Initiates, reviews, processes and follows-up on actions related to the administration of the UNOCC’s human resource activities, e.g., recruitment of staff and consultants, job classification reviews, and separation of staff members, ensuring consistency in the application of UN rules and procedures. - Liaises with the DPO/DPPA Executive Office and provides information and advice to UNOCC staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. - Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. - Monitors and works with the Deputy Director on management of the UNOCC staffing table. Budget and Finance - Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. - Monitors expenditures and compares with approved budget; prepares adjustments as necessary. - Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures General Administration - Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. - 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). - May be responsible for guiding, training, and supervising the work of more junior General Service staff.

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. - Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Work implies frequent interaction with the following: Staff within the Executive Office or work unit and clients in Department. Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff. Consulting firms.

Results Expected: Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit.

Competencies PROFESSIONALISM - Ability to perform a broad range of administrative functions, in line with administrative, financial and human resources rules and regulations. - Knowledge of record keeping, correspondence, and relevant information systems and networks. - Assists with processing and presentation of data in support of decision-making. - Assists with event organization as required. - 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 & 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 is required.

Work Experience A minimum of seven (7) of progressively responsible experience in office support, administrative services or related area is required.

Experience in the UN system or a similar public international organization is required.

Experience in an SAP based enterprise resource planning (ERP) system is desirable.

Languages English and French are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) 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 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.