SENIOR ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

This position is located is in Medical Service, Human Resources Management Service (HRMS), Division of Administration, United Nations Office at Geneva (UNOG). The incumbent reports to the Chief Medical Officer.

Responsibilities

Under the direct supervision of the Chief Medical Officer, the incumbent will be responsible for the following duties: Budget and Finance – Provides expert assistance in the preparation and development of the Medical Service’s work programme and budget. – Reviews, analyzes, and assists in the finalization of cost estimates and budget proposals/requirements, in terms of post and non-post requirements: prepares narrative, online resources tables and resource justifications. – Coordinates draft budget submission with FRMS and processes adjustments upon approval of the Chief of Service, prepares statistical data to justify each resource requirement and provides required data for supplementary budget documents. – Monitors budget implementations/expenditures and recommends reallocation of funds as necessary. – Submits justifications as may be requested on the non-utilization of approved resources and plans to utilize resources. – Identifies and resolves budgetary issues as they arise and determines appropriate actions (payment of clients, MOU updating and review, cost-plan, medical licenses maintenance….). – Reviews requisitions for goods and services to ensure the correct objects of expenditure have been charged and the availability of funds. – Provides inputs for preparation of the medium-term financial plan and its revisions. – Assists in the preparation of budget performance submissions. – Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. Contract administration – Monitors the administration of contracts of MSS for vaccines, medications, medical supplies, laboratory furniture, office supplies and IT equipment, maintenance of contracts, subscriptions etc. – Oversees the supplies stock (medications, vaccines etc.) and maintains its inventory; identifies the needs of the Medical Service (medical supplies, office technology, maintenance of medical equipment, payments…) and prepares the acquisition planning in the supply chain tool in UMOJA. – Monitors contracts implementation in collaboration with PTS: provides expert assistance in the call for tenders; drafts terms of reference, reviews and evaluates the suppliers, coordinates the technical evaluation as a member of the technical team; reviews requisitions for goods and service, controls orders, prepares Low Value Acquisitions within the procurement authority; reviews and processes payments to suppliers. – Participates in the regular procurement meetings and discusses management of medical materials; provides expert assistance to the UN Inter-Agency Medical Procurement Cooperation. Participates in the Community of Practice which acts as an “Intelligence” board regarding the acquisition of Medical Equipment, Consumables, Pharmaceuticals and Biological goods (includes blood and vaccines). Human Resources Management – Coordinates various actions related to the administration of the Medical Service ’s human resources activities, e.g. prepares draft classification requests, arranges interviews of candidates for vacancies, prepares interview reports and drafts recommendations for the selection of staff of for contracts extensions for the review and approval by the Chief of Service. – Maintains staffing tables, organigramme, alerts the Chief of Service on the expiry dates of contractsof contracts, the staffing needs and the contract modalities available for recruitment of temporary technical personnel. – Provides guidance, training, and daily supervision on administrative procedures and requirements under Staff Rules and Regulations; coordinates the work of Staff Assistants in the medico-administrative staff and evaluates their workload. – Provides assistance in preparation of the USTS (upgrade of substantive and technical skills) training plan for medical services staff and monitors its implementation. General administration – Performs other related administrative duties, as required (e.g., operational travel programme, physical space planning, identification of office technology needs, maintenance of equipment, software and systems, organization and coordination of seminars and conferences). – Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. – Assists with visualizations and in updating information material such as web pages (i-seek) or brochures. – Updates telephone and address directories of MSS staff and ensures their access to EarthMed. – Maintains collaboration with external clients of MSS (e.g. Country’s referral health services for health promotion initiatives…). Health programmes – Supports the coordination and monitoring of health promotion initiatives and participates in projects evaluations. – Monitors implementation of various health programmes (flu campaign, blood donation campaign, smoking cessation programs, health conferences, expo-santé…).

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to respect full medical confidentiality. Knowledge of UN-wide health policies and protocols (medical evacuation procedures, sick-leave procedure, medical clearance procedure etc.). Knowledge of MS Office package (Word, Excel, Access, PowerPoint). 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. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

A certification in NEBOSH ((National Examination Board in Occupational Safety and Health) or equivalent is required.

Work Experience

At least ten (10) years of experience in administrative functions, budget, finance, accounting, audit, human resources or related area is required. The minimum years of progressively responsible experience is reduced to eight (8) for candidates who possess a first-level university degree or higher”. One (1) year or more of experience in data analytics or related area is desirable. At least five (5) years of experience within the United Nations Common System or any international organization is desirable. Experience in the medical environment and in dealing with highly confidential information is desirable. Experience with medical electronic filing systems such as EarthMed is desirable. Experience with ERP systems such as Umoja or Inspira for the processing of financial and administrative action is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French is required.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.

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.