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 The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs. The Office of the Resident Coordinator in the Republic of Congo is recruiting an Executive Associate.

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

Within limits of delegated authority, The Resident Coordinator Executive Associate at this level is responsible for administrative duties in support of the Resident Coordinator, as well as the number and diversity of activities coordinated, and related work processes managed.

Responsibilities With frequent interaction with 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 , the incumbent will perform the following duties:

• 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 software 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.

  Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions including travel, 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 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 is required. Supplemental training in human resources, administration, finance, accounting, budget or related area, is desirable. A Bachelor of Science degree in business administration, office management, communication or related area, is desirable. Passing the United Nations 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 GSST at the time of application may be invited for the test after submitting an application.

Work Experience Minimum seven (7) years of responsible working experience in administrative services, finance, accounting, audit, human resources or related area, is required.

Seven years of experience providing Executive office support with the United Nations/international organizations, Senior UN officials e.g. Ambassadors, is desirable.

Work experience or knowledge of Enterprise Resources Planning (ERP) system, such as Umoja, UNINFO, Business Intelligence (BI), SharePoint dashboards or similar, is 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 is 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 Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to legislative body funding availability.

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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.

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.