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

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and Programmes of the UN system worldwide. The position is located in the Office of the Director (OoD) at the United Nations Global Service Centre (UNGSC) in Brindisi, Italy. The incumbent will report directly to the Senior Administrative Officer, Office of the Director.

Responsibilities

Within delegated authority and under the general supervision of the Senior Administrative Officer, the Senior Administrative Assistant at GS-7 level performs the following duties within the Office of the Director: PROGRAMME MANAGEMENT FOR AUDIT, RISK AND COMPLIANCE: •Acts as UNGSC audit focal point. Independently provides full range of audit management and implementation assistance at all phases of the audit cycle, seeking guidance only in exceptional circumstances. •Researches, compiles, analyses, summarizes, and presents basic information/data on a wide range of audit management and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties. •Tracks resolutions and other legislative decisions that affect audit, risk and compliance and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation. •Reviews, appraises, and revises, as necessary, all submissions for audit, risk and compliance, ensuring compliance with guidelines and objectives; identifies problems/issues, seeks clarification from departments, assesses replies, and prepares a summary for the manager with suggestions for further action. •Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in audit, risk and compliance evaluation; monitors implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against audit, risk and compliance objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to planned implementation. •Provides secretariat services to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc. HUMAN RESOURCES MANAGEMENT: •Coordinates various actions related to the administration of the OoD human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. •Provides advice and answers general queries on classification procedures and processes for OoD staff. BUDGET AND FINANCE: •Provides expert assistance in the preparation and development of the OoD’s work programme and budget. •Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant, and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary. •Collects data from relevant databases and prepares customized financial reports. •Reviews, analyses, and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. •Assists managers in the elaboration of resource requirements for budget submissions. •Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. •Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. •Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. •Assists in the preparation of budget performance submissions. •Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. GENERAL ADMINISTRATION: •Provides guidance, training, and daily supervision to other general service staff in the area of responsibility. •Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. •Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. •Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. •Assists with visualizations and updating information material such as web pages or brochures. •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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Competencies

•Professionalism: Knowledge of internal policies, processes, and procedures generally and in particular those related to audit, risk and compliance, implementation and evaluation. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research, and gather information from standard sources and to work well with figures including ability to analyze and understand data. Ability to design information databases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness, and ability to deal proactively and tactfully with offices throughout the organization. The ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Certification in audit, risk and compliance is desirable. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of ten (10) 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 eight (8) for candidates who possess a first-level university degree or higher. Experience in supporting audit, risk and compliance management is desirable. Experience in programme or project administration is desirable. Experience within the United Nations system, or similar large international organization is desirable. Experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (both oral and written) is required.

Assessment

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

Special Notice

Recruitment for this position is done on a local basis. This position is open for recruitment for an initial period of one year with possibility of extension subject to availability of funds. 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. 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.