SENIOR ADMINISTRATIVE ASSISTANT
Application deadline in 7 days: Tuesday 5 Oct 2021 at 23:59 UTCOpen application form
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 Executive Office of the Department of Public Information and the Senior Finance and Budget Assistant reports to the Deputy Executive Officer.
The Executive Office is responsible for all financial, personnel, information technology service and general administrative matters concerning the Department. The core functions of the Executive Office include assisting the Under-Secretary-General and senior staff of the Department in the development and implementation of the financial, personnel and administrative framework.
This position is available for an initial period of six months, with the possibility of extension, effective as soon as possible.
Responsibilities Within delegated authority, the Senior Finance and Budget Assistant will be responsible for the following duties:
- Acts as Alternate Certifying / Approving Officer to assist in maintaining financial control of departmental accounts.
- Assists in the preparation and implementation of the work programme, ensuring that resources are utilized in accordance with the approved budget and allotments.
- Assists in reallocating/redeploying regular budget allotments, grants and income section funds as necessary.
- Assists in ensuring the proposed obligations, shopping carts, Low Value Acquisitions, Official Travel are properly classified and coded and accompanied by proper documentation and justification.
- Assists in the review of obligations and unliquidated obligations ensuring that valid obligations are retained and carried forward.
- Assists in verification of extra-budgetary resources such as trust funds, support account and cost recovery account, including review of agreements, cost plans and issuance of allotments.
- Assists in preparing the budget submission for the regular budget and peacekeeping support account and respective performance report, etc.
- Assists managers in the elaboration of resource requirements for budget submission from offices at headquarters and in the field; ensures compliance with annual plan and other legislative mandates.
- Provides assistance in drafting of host country agreements, budget agreements, MOUs, LOAs, or contributions for grants or other activities as appropriate
- Prepares or customizes financial reports from UMOJA
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, (b) availability of funds and (c) the applicable procurement rules have been applied; and processes Service Entry Sheets (SES) for payment of invoices and monitors payments.
- Liaises with service units and with team members at Headquarters and UNICs.
- Provide training and guidance and supervise the work of more junior staff.
Performs other related duties as required.
Competencies Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, review staffing, approve transactions, 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 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 projects. Meets timeline for delivery of products or services to client.
Education High school diploma or equivalent is required.
Work Experience Ten (10) years of progressive experience in finance, budget, accounting, or related area is required. Experience with using an ERP system such as UMOJA is required. Advanced knowledge of Microsoft Excel is required. Experience in relevant UMOJA modules (FM, GM, SD, Travel, Source to Acquire) is desirable. Experience supervising the work of more junior staff is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice - This position is temporarily available until 30 September 2022. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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.