SENIOR ADMINISTRATIVE ASSISTANT

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UNODA - Office for Disarmament Affairs

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Application deadline 2 years ago: Sunday 13 Mar 2022 at 23:59 UTC

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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 Executive Office of the Office for Disarmament Affairs in New York. The incumbent reports to the Executive Officer. For more information, please refer to https://www.un.org/disarmament.

Responsibilities Under the supervision of the Executive Officer and within delegated authority, the Administrative Assistant will be responsible for the following:

Human Resources Management

•Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, Internship Programme, Associate Experts etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. •Reviews vacancy announcement submissions for posting, maintains vacancy announcement records and keeps track of status of vacancy announcements. Conducts HR Assessment for required candidates. Reviews dispositions of candidates made by hiring managers. Reviews assessments to ensure ratings and comments are aligned. •Reviews and processes personnel actions through Umoja. •Advises staff on visa and HR-related travel matters. •Provides advice and answers general queries on classification procedures and processes. •Provides information and advice to staff/consultants and other personnel with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. •Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Budget and Finance

•Provides expert assistance in the preparation and development of the unit’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. •Provides assistance in the review, and preparation of the annual budget. •Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff requirements from departments/offices at headquarters and in the regional centres; ensures compliance with the annual budget and other legislative mandates. •Assists managers in the elaboration of resource requirements for budget submissions. •Monitors budget implementation/expenditures and recommends reallocation of funds as necessary in regard to human resources matters. •Assists in the preparation of budget performance submissions. •Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

General Administration

•Supervise 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. •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).

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: 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.

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.

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 A minimum of ten years of progressively responsible professional experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience in Enterprise Resource Planning Solution such as Umoja is required.

Experience in the implementation of UN human resources policies, procedures and practices is required.

Experience working in an Executive Office 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 official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening; (2) hold a permanent, continuing or fixed-term appointment; and (3) have been appointed following the review of the Central Review Panel, or upon meeting other regular requirements for the duty station, job level and category and functional area. Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity. Staff members holding a temporary appointment are not eligible for consideration.

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.

Added 2 years ago - Updated 2 years ago - Source: careers.un.org