Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management: • Assists the AO in performance of various actions related to the administration of the work unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., consistently applying UN rules, regulations, policies, and procedures. • Liaises with central administration/executive services as required; • Assists the AO in coordination with HR to maintain vacancy announcement files and updates track vacancy announcements. • Advises staff on visa matters and hotel bookings for newly recruited staff; • May assist the AO to provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations in coordination with HR; • May assist the AO to monitor assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff as required. Budget and Finance: • Assists the AO in coordination with respective Units in the preparation and development of the office’s work Programme and budget; • Assists the AO in monitoring the budget/work Programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and monitors with Finance Unit records of reallocations of resources as appropriate and follow up on behalf of the AO on implementations and reallocations by Finance Unit as necessary; • May assist AO in the process of provision of the review, and preparation of the medium-term plan and its revisions. • Assist AO in reviews and the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects; • May assist managers in the elaboration of resource requirements for budget submissions. • Assist AO in following up reviews of requisitions for goods and services to confirm with General Services (a) that correct objects code of expenditure have been charged, and (b) availability of funds as necessary with Finance Unit. • May assist AO to monitor extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures in coordination with Finance Unit. General Administration: • Receive and screen correspondence and other documents addressed to the Office of the Head of Administrative Support Section and draft/send appropriate response, ensuring accuracy and completeness of information and institute follow-up action. • Drafting a wide variety of correspondence such as interoffice memoranda, facsimile messages, note verbale, code cables, broadcast messages, briefing notes, etc., as required. • Prepare and monitor the ASS personnel leave plans to ensure full coverage of the Office at all times. • Coordinate and/or event management in liaison with General Services. • Consolidate monthly requests for section’s office supplies • Provides guidance to Office staff. • May assist the AO in reviewing host country agreements, MoUs, exchange of notes, budget agreements, or contributions for grants or other activities within assigned areas; • Identifies and reports issues/problems as they arise, and recommends appropriate actions; • Coordinates regularly with service units and liaises as needed with internal team members; • Performs other related administrative duties, as required (eg., travel in coordination with RSCE, monitoring accounts and payment to vendors and individual contractors for services in coordination with General Services and Finance, assists the AO in reviewing physical space plans and assists in the identification of office technology needs, maintenance of equipment / printers, software and systems, assist AO to organizes and coordinate events, seminars, conferences, translations and logistical support for visiting delegations and the office, arrangements for transportation with the Transport Assistant, including coordinating with the Protocol Assistant on Visa, aircraft clearance, customs clearance and consular matters. • 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 the AO with visualizations and coordinate with Public information Section on updating information material such as web pages or brochures. • Any other duties as may be required.
Competencies
Professionalism: Familiarity with function-related provisions of United Nations Rules, Regulations, Manuals and Policies. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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.
Job – Specific Qualification
Successful completion of training on ERP system such as Umoja or equivalent, on travel, shipment and time management is desirable. If you have completed such training, please upload copies of the certificates. Successful completion of the Hiring Manager’s Certification Course in Inspira or Equivalent is desirable. If you have completed such training, please upload a copy of the certificate.
Work Experience
A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree. Front office experience in similar capacity in the office of the Chief of Mission Support/Head of Administration in a UN peacekeeping mission or similar international organization is required. Experience working with Microsoft applications such as MS Word and Excel is required. Experience with Enterprise Resource Planning (ERP) system such as Umoja for Travel, or similar system with an international organization is required. Experience with Talent Management System such as Inspira or similar is required. Experience in assisting in budget preparation is desirable. Experience in monitoring budget performance and expenditures is desirable. Experience in space allocation planning is desirable. Experience in protocol, consular and visa services and coordination with the Ministry of Foreign Affairs is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in English, both oral and written is required; Knowledge of another UN official language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.