ADMINISTRATIVE ASSISTANT

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UN DPO - Department of Peace Operations

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Application deadline 3 years ago: Sunday 7 Feb 2021 at 23:59 UTC

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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 post is located in the Executive Office serving the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO). The Executive Office is part of the Office of the Director for Coordination and Shared Services which enables, directs and coordinates departmental efforts to ensure the effective integration and management of both Departments. The position is under the general supervision of the Senior Administrative Officer.

The Department of Peace Operations (DPO) serves as a center of excellence for peace operations, responsible for preventing, responding to and managing conflict and sustaining peace in countries where peace operations under its purview are deployed, and provides support to other entities on peace and security issues.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

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

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 managers in the elaboration of resource requirements for budget submissions. - Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. - Prepares or customizes financial reports from Umoja and other information management systems. - Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

GENERAL ADMINISTRATION - Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial, audit and personnel matters. - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the Field. - Assists the Administrative Officer in the discharge of functions of focal point for Delegation of Authority including maintenance of DOA Portal and compiling of information for reporting purposes. - Assists in developing management reporting tools/systems to track key performance indicators of the departments. - Assists in coordinating activities related to the Statement of Internal Control. - 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; property management, organizing and coordinating seminars, conferences and translations, cost recovery reconciliation). - May be responsible for guiding, training and supervising the work of more junior General Service staff.

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 commmitments, 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.

COMMUNICATION - Speaks and writes clearly and effectively. - Listens to others, correctly interprets messages from others and responds appropriately. - Asks questions to clarify, and exhibits interest in having two-way communication. - Tailors language, tone, style and format to match audience. - Demonstrates openness in sharing information and keeping people informed.

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.

Education High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience Seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience with an Enterprise Resource Planning (ERP) system, such as SAP is required. Experience with analysis of data, preparing custom and dashboard reports is desirable.

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

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

Special Notice - This is a temporary position for a period of six months with possibility of extension. 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. - 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. - 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 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 Gest (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.

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 3 years ago - Updated 3 years ago - Source: careers.un.org