Administrative Associate, G6 (Temporary Job Opening)

Org. Setting and Reporting

The position is based in the Office of the Senior Humanitarian and Reconstruction Coordinator for Gaza. On 22 December 2023, the Security Council adopted resolution 2720 (2023), requesting the Secretary-General, with the objective of expediting the delivery of humanitarian assistance to the civilian population in the Gaza Strip, to appoint expeditiously a Senior Humanitarian and Reconstruction Coordinator with responsibility for facilitating, coordinating, monitoring, and verifying in Gaza, as appropriate, the humanitarian nature of all humanitarian relief consignments to Gaza provided through states which are not party to the conflict, and further requesting that the Coordinator expeditiously establish a UN mechanism for accelerating the provision of humanitarian relief consignments to Gaza through states which are not party to the conflict, consulting all relevant parties, with the goal of expediting, streamlining, and accelerating the process of providing assistance while continuing to help ensure that aid reaches its civilian destination, and demanding that the parties to the conflict cooperate with the Coordinator to fulfil their mandate without delay or obstruction.

This temporary job opening is being published for the position of Administrative Associate, based in Amman, Jordan. Under the overall supervision of the Deputy Chief of Staff, the incumbent reports to the Head of Administration Unit.

Responsibilities

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

BUDGET and FINANCE:
– Provides support with respect to the review, analyses and preparation of the medium term plan and its revisions.
– Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
– Assists managers in the elaboration of resource requirements for budget submissions.
– Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews.
– Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
– Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
– Prepares financial statements and management reports.
– Reviews the monthly UNDP Inter-office Vouchers and other monthly financial reports related to HQ and field presences to ensure validity, accuracy and compliance with UNFRR prior to the upload in Umoja.
– Coordinates with service units and liaises with internal team members both at Headquarters and in the field; performs other related administrative duties.
– Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
– Monitors integrity of various financial databases.
– Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
– Coordinates with other finance and budget staff on related issues during preparation of budget reports.
– Periodic reconciliation of accounts.
– Prepare request to Controller’s Office on redeployment of funds and to Finance section on movement of funds.
– Record in Umoja inputs on direct disbursement and miscellaneous document.
– Review data on monthly staffing complement.
– Process fund distribution received from HQ and input allotment advice in Umoja System.

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 consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
– Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
– Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
– Monitors staffing table and prepare relevant statistical data/charts.
– Prepare the check in and separation clearance for international and national staff
– Ensure that staffs’ documentation and personnel files are in order and complete with the necessary documentations.
– Maintains employee information by entering and updating Personnel files.
– Maintenance of proper filing system for HR records and documents.
– Oversee and monitoring the creation and submission of the monthly attendance records sheets and leave balances for National staff and danger pay calculation.

GENERAL ADMINISTRATION:
– Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
– Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
– Maintain and keep up-to-date files.
– May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility.

Performs other related duties, as assigned.

Competencies

PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modelling and interpretation of data in support of decision-making.

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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven (7) years of progressively responsible experience in the field of administrative services, general office support, logistics, finance, or other related areas is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

Experience working with Enterprise Resource Planning (ERP) systems such as Umoja or Quantum is desirable.

Experience in the use of Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, and Microsoft Teams, is desirable.

Experience working on administrative issues within the UN Common System (or other similar international organization) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in English and Arabic (both oral and written) is required. Knowledge of another UN official language is desirable.

Assessment

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

Special Notice

This is a project-funded post. This temporary position is currently available through 30 September 2024, with the possibility of extension subject to satisfactory performance and availability of fund.

The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. This position is a General Service position and will be based in Amman, Jordan. Candidates of the General Service category are required to be authorized to work in the country where this position is located.

Appointment against this post is on a local basis.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

The United Nations Secretariat is committed to achieving a 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

An impeccable record for integrity and professional ethical standards is essential.

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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.