ADMINISTRATIVE ASSISTANT (Filled from Roster)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located in the News and Content Branch (NCB) of the News and Media Division (NMD) of the Department of Global Communications (DGC) under the direct supervision of the Deputy Director. The News and Content Branch (NCB), manages the principal online UN news portal, producing a vast range of content including daily inter-agency audio and video news and feature stories, short documentaries and magazine programmes, social media and shortform videos and creates social media, audio and video packages on major events and organizational priorities. Through these products, the branch provides daily and weekly content in 9 languages (Arabic, Chinese, English, French, Hindi, Spanish, Russian, Portuguese and Kiswahili). The core functions of the Branch include highlighting a wide range of priority themes and issues on the United Nations agenda, including climate change, the Sustainable Development Goals, human rights and peacekeeping. It includes coordination with the full range of staff within the Division as well maintaining direct contact with other Secretariat offices and other UN agencies, as well as with external media partners.

Responsibilities Under the direct supervision of the Deputy Director, the incumbent will be responsible for the following duties:

Human Resources Management - Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. - Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. - Reviews entitlements-related claims and reports. - Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. - Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.

Budget and Finance - Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables. - Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. - Reviews status of relevant expenditures and compares with approved budget. - Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. - Assists in the preparation of budget performance submissions. - Prepares statistical tables and standard financial reports.

General Administration - Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. - Drafts routine correspondence. - Maintains files of rules, regulations, administrative instructions and other related documentation. - Maintains up-to-date work unit files (both paper and electronic). - 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 administrative arrangements for seminars, conferences and translations.

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.

Competencies Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Ability to maintain accurate records, interpret/analyze a wide variety of data, create monitoring charts and graphs, and identify/resolve data discrepancies. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Remains calm in stressful situations. Is motivated by professional rather than personal concerns. 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 and 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.

Work Experience A minimum of five years of experience in the field of administrative services, finance, accounting, audit, human resources, programme/event coordination, multimedia support services or related area is required.

Experience working with large teams, including providing assistance to senior managers is required.

Hands-on experience in drafting memos and processing administrative, budgetary and human resources paperwork, as well as working with an enterprise resource planning system is required.

Experience in a deadline driven, multilingual communications or news environment is desirable.

Experience in reporting and monitoring, and knowledge working with graphics and analytics using Excel, Adobe Premiere and Google Analytics or similar programes is desirable.

Experience working in a front office environment is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

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

Special Notice - Appointment or assignment against this position is for an initial period of one year.

• 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 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.