SENIOR STAFF ASSISTANT

Contract

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 The Administrative Assistant reports to the Special Representative of the Secretary-General, and is part of the Office of the Special Representative for the United Nations Regional Office for Central Africa (UNOCA).

Responsibilities General Administration - Prioritize correspondence and information, analyze and bring to attention of the SRSG including when the SRSG is away from the duty station. Obtain reference material and ensure documents presented are in compliance with established standards and maintain records of confidential documents. - Manage daily schedule, arrange bilateral meetings with high-level government officials and ensure relevant documents are available. Compile contact list, names and addresses of high level officials of Governments, Embassies, International Organizations and UN agencies are updated and available. - Initiate and coordinate travel arrangements for the SRSG and accompanying staff, including hotel reservations and visas. Liaise with UN/UNDP offices at destination and organize logistic support. - Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility. - Identify and resolve 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 field mission. - Perform other related administrative duties, as required (e.g., physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations).

Human Resources Management - Coordinate actions with respect to transactions related to the administration of human resource activities in the Office of the SRSG, e.g., recruitment, placement, performance appraisal, training etc., 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 issued for the Office. - Advise Office staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the Office. - Provide information and advice to Office staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations. - Monitor the Office of the SRSG staffing table for a variety of human resource activities, e. g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff. - Liaise with the Personnel Section as necessary.

Budget and Finance - Provide expert assistance and coordination in the preparation and development of the Office's work programme and budget. - Assist in monitoring budget/work programme with respect to budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary. - Collect data from relevant databases and prepare customized financial reports. - Provide assistance in the review and preparation of the medium-term plan and its revisions. - Assist managers in the elaboration of resource requirements for budget submissions. - Monitor budget implementation/expenditures and recommend reallocation of funds as necessary. - Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. - Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. - Assist in the preparation of the year end budget performance report submissions. - Assist in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

Competencies Professionalism: Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs, Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Demonstrated initiative and ability to apply good judgment in the context of assignments given. 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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

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 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 other related fields, of which 3 years should have been in a front-office environment, is required.

Experience handling complex, urgent and highly confidential matters, is required.

The candidate should have experience working under deadlines in a high-pressure environment is desirable.

Languages English and French are the working languages of the Secretariat. Fluency in both English and French is required.

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

Special Notice 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.

The appointment of the successful candidate is coterminous with that of the Head of Mission. Consequently, his/her contract will be limited to the tenure of the current Head of Mission. - Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. - An impeccable record for integrity and professional ethical standards is essential. All staff of the Ethics Office are required to submit a financial disclosure statement upon appointment and annually thereafter. - This vacancy is subject to availability of post. Staff members of the United Nations Secretariat must fulfill the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover note. - These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval. - This position is vacant due to the temporary assignment/secondment of the regular incumbent to another office/organization. The selection and extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien against this post. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

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.

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.