Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Human Settlements Programme
Duty Station: BONN
Posting Period: 14 April 2020 - 13 May 2020
Job Opening Number: 20-Administration-UN-HABITAT-134013-R-Bonn (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Human Settlements Programme (UN-Habitat) is the agency for human settlements mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat helps the urban poor by transforming cities into safer and healthier places with better opportunities. It works with organizations at every level, including all spheres of government, civil society and the private sector. This post is located in the Global Water Operators Partnerships Alliance Secretariat of the Urban Basic Services Section, in the Bonn duty station. Under the overall guidance of the Coordinator, Urban Basic Services Section, and direct supervision of Head of the Global Water Operators Partnership Alliance (GWOPA) Secretariat, the incumbent will perform the following:

Responsibilities

General Administration:
a) Provide administrative coordination of programme/project implementation activities by liaising extensively with diverse units within the Organization to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
b) Provide advice and guidance to staff with respect to administrative procedures, process and practice, liaise with central administrative services as necessary, and provide support on UMOJA procedures when needed.
c) Prepare, process, and follow-up on administrative arrangements and forms related to the official travel of staff and meeting participants.
d) Maintain up-to-date files for GWOPA Secretariat in line with Un-Habitat rules and regulations.

Office Management:
a) Initiate, process, monitor, review and follow-up on actions related to the administration of the Global Water Operators Partnership Alliance (GWOPA) Secretariat human resource activities for staff and consultants, ensuring consistency in the application of regulations and procedures (in Inspira, Umoja and off-line).
b) Enter, maintain and certify administrative data and keep records in electronic information systems.
c) Provide advice and guidance to staff with respect to human resource procedures, process and practice, liaise with central administrative services as necessary.
d) Be responsible for general maintenance of office equipment and assets.

Assistance with grant management:
a) Monitor status of expenditure and allotments through UMOJA, records variations, update budget tables.
b) Consolidate data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
c) Review status of relevant expenditures and compares with approved budget.
d) Extract relevant data from budgets for reporting as required.
e) Review requisitions for goods and services to ensure: (i) correct objects of expenditure have been charged and (ii) availability of funds.
f) Perform other related tasks as required.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. 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.

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 audience; demonstrates openness in sharing information and keeping people informed.

PLANNING & 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

Completion of secondary school is required. Supplemental training in a commercial or technical school or a related field training is an asset.

Work Experience

A minimum of five (5) years' progressive experience in programme or project administration work and a proven familiarity with administrative tools and basic process such as financial reporting, budgeting, and/or administrative services, is required.
Experience in Systems, Applications and Products in Data Processing (SAP) and in the United Nations systems or other international organization 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 is required. 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 competency-based interview.

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

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.

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