Administrative Assistant

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Description

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Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations Security Management System (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This position is located in the Executive Office of the United Nations Department of Safety and Security (UNDSS). The Administrative Assistant will report to the team lead and be under the overall supervision of the Senior Human Resources Officer. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, 

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and non-staff personnel (consultants, interns, UNVs, gratis personnel etc) including initiating Job Openings/Temporary Job Openings at all levels, coordinating and scheduling competency-based interviews and serving as HR ex-officio, conducting pre-recruitment formalities such as reference verification, placement, promotion, relocation, performance appraisal, separation of staff members, training etc., using Umoja ERP solution, as applicable, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides guidance and advice to personnel regarding their entitlements and related claims, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the creation and maintenance of related recruitment files and databases; keeps track of status of job openings to meet target dates.
• Monitors relevant staffing tables and prepares recruitment statistical data/charts.

General Administration

• Drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; schedules appointments/meetings, monitors deadlines, etc.
• Coordinates extensively with UNDSS Divisions, and other 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., undertakes research on a range of administrative and HR related issues and assists in the preparation of notes/reports, which includes response to auditors.
• Responsible for guiding, training, and supervising the work of more junior General Service Staff as appropriate.

Contract Administration

• Assists with administration of contracts between the UN and external contractors.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for consultants and individual contractors.
• Assists and facilitates travel related actions not limited to issuance of UN travel documents, Travel Requests, expense reports etc.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience in the full end-to-end cycle of recruitment and working with a recruitment module/electronic talent management system such as Inspira, Oracle People Soft or similar applications is required. Experience in the recruitment and administration of non-staff personnel (eg. Consultants, Individual Contractors, Interns, UNVs, Gratis) is desirable. Experience in the application of human resources rules and regulations in the United Nations Common System or a similar international organization is desirable. Experience with an ERP system, such as Umoja, or other similar systems for the administration of staff and/or non-staff is desirable. Experience in office support functions, including use of Microsoft applications such as Word, Excel, PowerPoint, SharePoint within the UN common system or other comparable international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Fluency equals a rating of “fluent” in all four areas (speak, read, write and understand). Knowledge of equals a rating of “confident” or “fluent” in at least two of the four areas.

Source: https://careers.un.org/jobSearchDescription/242314?language=en

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