ADMINISTRATIVE ASSISTANT (Executive Associate)

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 This position is located in Resident Coordinator Office in State of Kuwait. Under minimal supervision, The incumbents reports directly to the Resident Coordinator.

Responsibilities Within limits of delegated authority, The Resident Coordinator Executive Associate at this level is responsible for the following duties: Considering the broader scope of the Resident Coordinator Office functions, making it more demanding in terms of time management and administrative duties in support of the Resident Coordinator, as well as the number and diversity of activities coordinated, and related work processes managed. There is also a greater role and involvement in guiding and advising office support staff. At this level the incumbent typically:

• Assists Resident Coordinator in the overall administration of the Resident Coordinator front Office, i.e. provides substantive and administrative support in managing priorities, schedule and work flow of the Resident Coordinator and his/her front office; assists and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Compiles and analyzes basic data from a variety of sources (including IMS/UNINFO), summarizing and presenting conclusions for review for the Resident Coordinator.
• Serves as a communications link between The Resident Coordinator, Head of Resident Coordinator Office and senior staff; on behalf of RC, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Resident Coordinator.
• Takes full responsibility for time management and scheduling, contact lists on behalf of Resident Coordinator with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Undertakes representational duties on behalf of the RC, to include serving as first point of contact and liaison with senior officials, Ministry of Foreign Affairs, other Ministries diplomatic corps, internal and external entities, and stakeholders.
• Screens and prioritizes all incoming correspondence/calls ; compiles relevant background documents and references; identifies issues requiring the RC’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• In close collaboration with Rc office Staff, compiles and summarizes background materials for use in preparation of Resident Coordinator reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Resident Coordinator.
• Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Supports the RC in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, PowerPoint slides and subject files, gathering relevant documentation, etc.
• Establishes/improves administrative procedures and systems to ensure smooth functioning of the RC Office, including filing (paper and electronic) systems.
• Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures
• With support of Administrative Assistant organise official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
• Prepares, processes and classifies confidential information for the Resident Coordinator.
• Handles a wide range of administrative duties/processes for Resident Coordinator (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Administers and exercise’s quality control function for all outgoing documents/communications; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Uses standard softwares processing package to produce a wide variety of large, complex documents and reports including UMOJA, SharePoint and BI.
• In close collaboration with data monitoring and reporting officer, manages, updates and further develops internal Resident Coordinator front office databases; update UN Kuwait website; collate a variety of standard and non-standard statistical and other reports from various databases to assist RC decision making.
• Performs other duties as assigned by the Resident Coordinator.

Work implies frequent interaction with the following:

Senior officials within the UN Secretariat and UN system Diplomatic missions and Mission staff Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc.

Results Expected: Demonstrates effective and independent handling of the administrative and office support requirements of the Resident Coordinator Office. Establishes effective office procedures and systems. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc. Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions. Effectively supervises mentors and trains office support staff. Discretely handles highly confidential and sensitive matters. Appropriately applies relevant policies, guidelines, procedures and processes. Effectively functions as a key communications link and liaison with a broad range of internal and external contacts, many of which at senior levels.

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. Bsc or advanced university degree in business administration, office management, communication would be an advantage but not a 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.

Seven years of experience in Senior UN officials, Ambassadors, Executive office support or related area is desirable.

Full awareness and ability to learn UN secretariat information systems (UMOJA, UNINFO) as well as ability to work with SharePoint, dashboards and BI are 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 Arabic are required. Knowledge of another official United Nations language is an advantage.

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.