ADMINISTRATIVE ASSISTANT (Executive Associate)

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UNRC - UN Resident Coordinator System

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Application deadline 2 years ago: Friday 31 Dec 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.

Salary

The salary for this job should be more than 1,954 USD.

Salary for a G-6 contract in Kyiv

The salary of a G-6 depends on the duty station. The minimum salary there is 1,954 USD Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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Org. Setting and Reporting The Executive Associate to the UN Resident Coordinator works reports directly to the Head of the RCO/Team Leader and works under the overall guidance of UN Resident Coordinator. The working environment entails working collaboratively with the UN RCO team and UN Entities staff and external counterparts for the successful achievement of the responsibilities and assigned duties.

Responsibilities Within delegated authority, the Executive Associate will be responsible for the following duties:

1. Ensures effective and efficient functioning of the RC office focusing on achievement of the following results:

  • Maintenance of the RC’s and Head/Team Leader’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and missions/representations schedule, including all protocol procedures and logistics requirements, acting as an interpreter when required and/or taking minutes.
  • Management of RC missions and schedule in country and abroad.
  • Manages the immediate front-office operations with respect to communications, meetings, and workflow, including liaising externally with relevant units/personnel in the government; development partners; and other relevant counterparts; and internally with the UNCT and other UN entities.
  • Organizes internal, external, and high-level meetings with representative/officials, including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings, as well as logistics needs for meetings (conference room, IT, etc.).
  • Receives and accommodates high ranking officials.
  • Maintenance of rosters of high-level partners, Government counterparts, donors, UN agencies, local institutions, and others, including the electronic mailing lists.
  • Preparation of correspondence on behalf of RC for his/her signature and making follow-up when required.
  • Use of automated office management systems for effective functioning of the RC Office

2. Ensures provision of effective communications support to the office focusing on achievement of the following results:

  • Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
  • Coordination of the information flow in the office, UN agencies and others as instructed, and dissemination of corporate and interoffice communications to staff as required.
  • In collaboration with the RC and Team Leader, identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s and other team member’s attention.
  • Facilitation of information sharing between the UNCT and the RCO.
  • Collects inputs from team members and relevant UN personnel and provides quality assurance of briefing materials for appointments, meetings, missions, and other engagements. Reviews appropriate format and style, in accordance with standard practices.
  • Screens all incoming calls and correspondence.
  • Prepares correspondence, directives, messages on behalf of the UN Resident Coordinator as well as bilateral meetings minutes, reports, and other documents, including informal translations.
  • Establishes and maintains efficient tracking systems and procedures for correspondence and documents; monitors work progress, follow-ups on deadlines, commitments made, actions taken; and coordinates collection and submission of inputs.
  • Undertakes travel arrangements, including arranging itinerary, visas, and hotel reservations. Ensures offices are informed of travel arrangements and requirements.
  • Communication and follow-up with RC’s driver in timely manner the daily transportation travel arrangements for RC and UNRCO staff.
  • Supports planning and organization of events as required.
  • Daily cooperation and coordination with personal assistants of the UNCT Heads of Agencies

3. In the absence of the Administrative Assistant provides support to the operations activities of the UNRCO (HR management, budget and finance, general administration)

Work implies frequent interaction with the following: Staff within the UN RCO, UN Agencies, UN personnel, development partners, high-level partners, Government counterparts, donors, local institutions, Human resource, administrative, accounting staff in Headquarters, general support service and conference services staff.

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: 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.

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.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

Education High school diploma or equivalent. Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience Seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Prior experience with UN or other international organization, including development and/or humanitarian projects is desirable.

Advanced level experience in computers and office software (MS Word, Excel, SharePoint, etc.) is desirable.

Tracking and monitoring small-scale projects or administrative tasks is desirable.

Languages Fluency in oral and written Ukrainian, Russian, and English is required. Knowledge of the local language is desirable.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

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. 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.

Added 2 years ago - Updated 2 years ago - Source: careers.un.org