SENIOR STAFF ASSISTANT
Application deadline 4 months ago: Monday 26 Jul 2021 at 23:59 UTCOpen application form
This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.
Org. Setting and Reporting This position is located in the United Nations Assistance Mission for Iraq (UNAMI). The Administrative Assistant will report to the Chief of Staff (COS) and based in Baghdad.
Responsibilities Within delegated authority, the Senior Staff Assistant will carry out a broad range of duties in support of the management and functioning of the Office of the Chief of Staff. These duties include, but are not limited to, the following:
General Administration: - Provides substantive and administrative support in managing priorities, information and workflow within the Office of COS, through the appropriate processing of all incoming/outgoing correspondence, e-mail communications and telephone calls; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner; - Manage the agenda of the COS including scheduling of meetings and appointments, travel programme; Prepare, process and follow-up on administrative arrangements; Liaise with relevant parties within the Mission, UN offices, government counterparts, officials and members of civil society and organize meetings, conferences, workshops including support service functions; - Support meetings, drafts minutes and notes; Assist in the preparation of reports and briefing papers on issues related to the objectives of the O/COS; Drafts routine and ad-hoc correspondence in respect to relevant administrative, financial and personnel matters; Oversee and maintain up-to-date contact address lists of Government entities, UN Agencies, international representations/donors; screen and prioritize all incoming correspondence and highlights issues requiring urgent attention; Coordinate and liaise extensively with UNAMI units, front offices, personal/administrative assistants and maintains conducive working relations. - Maintain up-to-date work unit files (paper and/or electronic as needed); Control, update and maintain the unit's filing system, maintain files and update databases of correspondence and administrative documents; Assist in the management of information by screening and responding to request for information and overall data management; - Provide information and advice to OCOS staff regarding administrative procedures and practices, duties and responsibilities; Identify, address and resolve diverse administrative and personnel issues and problems as they arise; Assume guidance, training and daily supervision of staff in area of responsibility; - Initiate and coordinate time and attendance, generate, consolidate and submit attendance and leave reports; prepare and coordinate leave planning for the front-office as well as senior management; - Provide administrative assistance to the complete process of recruitment of staff, including vacancy announcements, yearly staff evaluation reports etc.; ensure consistency in the application of UN rules and procedures under guidance of Human Resource Management Section; - Provide assistance in the preparation of O/COS year-end performance report, indicators and output; - Identify and resolve ad-hoc diverse issues and problems as they arise, determining the appropriate actions; - Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the Mission; - Assist with the preparation and coordination of official visits, including protocol matters in liaison with the relevant sections;
Human Resources Management: - Coordinate actions with respect to transactions related to the administration of the OCOS's human resource activities (e.g., recruitment, placement, performance appraisal, job classification reviews, separation of staff members, training, and so on) ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required; - Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements; - Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the office; - Perform other related duties, as required.
Competencies - Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application staff regulations and rules. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Extensive experience and familiarity with administrative support to Front Office of senior UN officials; High degree of commitment to ensure the proper use of the unit's allocated resources and assets. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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 on-going developments inside and outside the client's environment to keep informed and anticipate problems; keeps clients informed of progress of setbacks in projects; meets timeline for delivery of products or services to client.
Education High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
Work Experience At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required. Extensive experience and familiarity with administrative support to Front Office of senior UN officials is required. Substantive experience in, and thorough knowledge of, administrative functions in budget/ work programme, human resources or database management is required. Experience in the workflow of the Front Office, including, coordination within the office and act as a go-between various mission counterpart is required. Experience in managing processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required.
Assessment Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice This "Recruit from Roster" job opening is only open to applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants will receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
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.