Administrative Assistant, OED/CE (Part-time 50%)

Overview

Provide administrative support to the Communications and Events Section

You have:

• High school diploma or equivalent.
• A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
• Fluency in English is required.
• Knowledge of French is desirable.
• Previous experience in the UN common system or similar organization is desirable.
• Previous experience using an ERP is desirable.

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.

Salary

The salary for this job should be more than 8,300 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This post is located within the Communications and Events (C&E) Section of the Office of the Executive Director which provides strategic leadership for the development and management of the Organization. The Communications and Events Section is responsible for media relations, corporate communications, the ITC web site and intranet, publications and corporate events, as well as internal communications.

Responsibilities Under the direct supervision of the chief of section the incumbent:

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. - 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 Umoja reports. Budget and Finance - Monitors status of expenditures and allotments through Umoja, 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 - Serves as a communications link between supervisor and team staff, keeps others informed by conveying directives, status updates and other relevant information; brings sensitive and urgent matters to the attention of the supervisor. - Assists in the overall administration for the department providing substantive and administrative support in managing priorities and workflow of the work unit; coordinates and monitors multiple and diverse sectional and corporate activities and work processes to ensure that directives and decisions are properly carried out and products delivered in a timely manner. - 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; 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 administration of contracts between the UN and external contractors for outsourced services, including requesting index numbers, preparing mini-masters and finalizing requests-for-hires. - 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.

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 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.

• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

• 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.

  Work Experience A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.

  Previous experience in the UN common system or similar organization is desirable

  Previous experience using an ERP is desirable

  Languages For the post advertised, fluency in English is required. Knowledge of French is desirable.

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

  Special Notice The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a temporary appointment for an initial 11 months and may be subject to extension. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully. Applicants will be contacted only if they are under serious consideration. ITC Internal staff on fixed-term, continuing or permanent appointment, if selected, may be entitled to Special Post Allowance as per Staff Rule 3.10. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

  United Nations Considerations In accordance with the United Nations Staff Regulations and Rules, 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 ITC 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to carefully follow 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 based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.

Potential interview questions