Special Assistant, Administration

Contract

This is a P-4 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be between 171,387 USD and 220,969 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This position is located in the Field Operations Finance Division (FOFD) in the Department of Management Strategy, Policy and Compliance (DMSPC). The Special Assistant/Administrative Officer reports directly to the Director of the Field Operations Finance Division.

FOFD supports the Controller in exercising accountability for the financial resources made available by the Member States for peace operations, with a currently approved annual budget in excess of US$7 billion. The Division is committed to an ongoing change process to ensure the highest effectiveness and efficiency standards in budget preparation and presentation including the mainstreaming of results-based budgeting. The working environment of peace operations is dynamic, and the FOFD team is committed to meeting the corresponding demands. The main partners of the Division are the field operations, the Department of Peace Operations, the Department of Political and Peacebuilding Affairs, the Department of Operational Support and the legislative bodies.

Responsibilities Within delegated authority, the Special Assistant/Administrative Officer will be responsible for the following duties: - Initiates and coordinates the management of activities undertaken by the Division; ensures that substantive work programmes and programmed activities are carried out in a timely fashion, coordinating diverse projects in the Division, and, in liaison with other Departments as appropriate; provides programmatic and substantive reviews of drafts prepared by others. - Provides expert advice to the Director on a wide range of issues related to the functions and responsibilities of the Division; keeps the Director informed on all matters requiring his personal attention, assists in formulating options as to how those matters might be handled, and ensures appropriate follow-up, as directed. - Reviews post incumbency reports for purposes of vacancy management and staffing table control. - Leads, oversees and coordinates the preparation and implementation of the Division’s work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. - Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures. - Provides advice to others on human resource administration, financial administration and management information issues and practices to colleagues. Provides substantive input in the preparation of position papers and reports for presentation to intergovernmental bodies; prepares various written outputs for the Director, briefing notes, background papers, analysis, substantial sections of reports and studies, etc. - Supports the Director in meetings of inter-governmental bodies and member state representatives including preparation of relevant materials, documentation and presentations. - Produces major/complex reports for management. - Oversees the flow of correspondence addressed to and originating from the Director. - Performs other related work as required.

Competencies Professionalism: Possesses conceptual and analytical skills including a complete, in-depth grasp of administrative principles and practices, with knowledge of budget development, including results-based budgeting, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to provide authoritative advice to senior managers on strategic issues. Accepts additional responsibilities as required by the demands of service; strives for excellence in performance continually; remains composed while working effectively in stressful 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. 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 the audience. Demonstrates openness in sharing information and keeping people informed.

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.

Education Advanced university degree (Master’s degree or equivalent) in business or public administration, behavioral sciences, finance, accounting, law or related area is required. A first-level university degree (Bachelor's degree or equivalent) in combination with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Work Experience A minimum of seven years of progressively responsible experience in administration, finance, project management, accounting, human resources management or related area is required.

Experience working in a Front Office of a Senior Official is required.

Experience in coordinating and preparing presentations and concise briefing notes on complex issues for senior managers across various communication channels is required.

Experience with budgetary policies and practices, financial regulations and rules is required.

Experience with the operations of intergovernmental and legislative machinery is required.

Experience in preparing reports for intergovernmental or expert bodies is required.

Experience in results-based approaches to budgeting is desirable.

Experience in change management in a large organization with international exposure is desirable.

Experience with peacekeeping operations or special political missions is desirable.

Experience in the design and implementation of communication strategies 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 French is desirable. 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 a competency-based interview.

Special Notice This post is financed by the Support Account for Peacekeeping Operations. The appointment or assignment and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to 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.

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.