Senior Administrative Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting This position is located in the Office of the Director (OD), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the overall guidance and supervision of the Director, DTA, and work in close coordination with the Programme and Policy Officer in OD/DTA. As part of his/her responsibilities, the incumbent will be the focal point in DTA coordinating administrative and human resources related matters providing reliable information and support to the Director and Branch/section Chiefs of DTA.

For more information on UNODC, please visit our website: www.unodc.org.

Responsibilities Within assigned authority the incumbent will deliver functions with a high level of independence, being responsible for the coordination and follow-up of various divisional work streams, as they relate to human resources management, finance, intergovernmental processes and general administration. He/she will perform the following specific duties:

Human Resources Management:

• Act as focal and reference point for human resources related matters in UNODC's Division for Treaty Affairs; work closely with and support the Director and the Programme and Policy Officer keeping them informed of all human resources activities, workforce planning, projections and needs, as well as risks and bottlenecks.

• Coordinate various actions related to the administration and management of human resources in the Division, including e.g. recruitment, placement, promotion, relocation, job classification/Terms of Reference reviews, etc., and by taking action in Inspira, providing quality control, finalizing interview reports, conducting relevant reviews and facilitating compliance with applicable UN rules, procedures and regulations.

• Manage on behalf of the Director all steps for the recruitment of selected general service, professional and senior level positions, taking full responsibility during the entire lifecycle of the recruitment process by ensuring its smooth completion. Prepare/issue or certify personnel actions in Lotus Notes.

• Monitor closely the outputs of other programme and administrative assistants within the Division for Treaty Affairs; monitor divisional staffing tables, coordinate data collection and input from different offices for the preparation of analysis and statistical reports in the area of human resources management. Guide and train relevant staff members in their work.

• Use judgement and discretion in handling, on behalf of the Director, political sensitivities with respect to correspondence, selection cases, including safeguarding confidential selection files.

• Liaise with Human Resources Management Service (HRMS) and central administration/executive services as required to facilitate and expedite recruitment; review submissions on behalf of the Director for accuracy, format and language.

• Analyse reports prior to the submission to the Director/HRMS and other colleagues. Follow-up on all pending cases in the Division; highlight issues which require the Director’s attention.

• Assess staff training needs and serve as a divisional point of contact for coordination of training and leadership activities, (including Umoja training and the annual Leadership Dialogue).

• Perform with limited supervision other human resources related duties as required by the Director, including but not limited to office space planning and needs assessments, monitoring of staff e-pas cycle compliance and providing support to the Director on formulating administrative processes and regulations for the division.

Intergovernmental Processes:

• On behalf of the Director, liaise with relevant Branches, delegations and internal offices in order to support the overall coordination, logistic planning and oversight related to the intergovernmental meeting functions falling under the responsibility of DTA.

• Upon direction of the Director, provide secretariat services, as necessary, to key intergovernmental meetings organized by the various Branches within DTA.

Budget and Finance:

• Work closely with the Programme and Policy Officer and Finance Assistant in the elaboration of complex financial analysis, budget estimates, resource requirements, as well as articulated tables and charts for Senior Managers’ briefing and presentations.

• Serve as a certifying officer and assist with related duties involving financial oversight and processing related to DTA/OD and DTA-wide.

• Provide necessary guidance and coaching in relevant areas of responsibility to junior staff in DTA.

General Administration:

• Coordinate, monitor and follow-up on programmatic/administrative tasks necessary for the management and functioning of DTA, including monitoring and oversight, central administrative planning, human and financial resources related actions and other overarching support activities.

• Propose creative solution for streamlining and simplifying administrative and corporate procedures and processes in consultation with Focal points in other divisions;

• Act as focal point for the DTA Registry of incoming correspondence/requests: revising and tracking internal and external correspondence through an electronic system; forwarding to relevant substantive officers for action as required; following up on action taken and updating status information in the electronic tool as necessary.

• Assist the DTA’s Umoja focal point with system-related tasks, such as oversight of the Umoja user-access staff provisioning within DTA and coordination of Umoja-related training.

• Attend internal DTA meetings, prepare minutes, monitor follow-up activities, as applicable, on behalf of the Director.

• Perform other work-related duties as required.

  Competencies - Professionalism: Is able to independently perform a broad range of administrative functions, e.g., human resources, work programme, database management, etc. Has in-depth knowledge of recruitment and staff selection policies, procedures and practices. Has ability to apply knowledge of various United Nations administrative and human resources rules and regulations in work situations as well as related to intergovernmental meetings. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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 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.

• 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 processes; meets timeline for delivery of products or services to client.

  Education High school diploma or equivalent is required.

  Work Experience A minimum of 10 years of progressively responsible work experience in the field of general office administration, human resources, finance and budget or related field is required. Advanced experience in the use of computer applications such as MS Excel, spreadsheets and word processing applications is required. Experience with the United Nations Secretariat, United Nations Common System or similar other international organisation is highly desirable. Experience in human resources planning and recruitment at the international level, including experience with a recruitment tool such as Inspira, is desirable. Experience in servicing UN intergovernmental meetings is desirable. Experience as a certifying officer in Umoja is desirable.

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

  Assessment Evaluation of qualified candidates may include an assessment exercise and a 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.

Other Skills and Requirements 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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

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.