Job Opening

Posting Title: SENIOR ADMINISTRATIVE ASSISTANT, G7
Job Code Title: SENIOR ADMINISTRATIVE ASSISTANT
Department/Office: Technology Bank for the Least Developed Countries
Duty Station: Gebze
Posting Period: 03 February 2021 - 04 March 2021
Job Opening Number: 21-Administration-TBLDC-149295-R- (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 General Assembly resolution 71/251 established the Technology Bank for the Least Developed Countries and adopted its Charter on 23 December 2016.

The objectives of the Technology Bank include strengthening the science, technology and innovation capacity of least developed countries; and promoting the development and implementation of national and regional science, technology and innovation strategies.

This position is located in the Technology Bank for the LDC based in Gebze, Turkey. The Senior Administrative Assistant reports to the Managing Director of the Technology Bank. For more information, please see https://www.un.org/technologybank/.

Responsibilities

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

Executive Office Management
•Coordinates various actions related to the administration of the UN Technology Bank’s human resource activities, e.g., executive management of the office of the Managing Director (MD), contact with external stakeholders, etc.
•Oversees the maintenance of confidential communication.
•Reviews and processes travel and schedule.
•Advises MD on developments within the UN system and maintains communications at appropriate levels.
•Provides advice and answers general queries on classification procedures and processes.
•Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
•Oversees all communication and prepares drafts for MD.

Budget and Finance
•Assists MD in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
•Collects data from relevant databases and prepares customized reports for MD.
•Provides assistance in the review, and preparation of the medium-term plan and its revisions.
•Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with legislative mandates.
•Assists MD in the elaboration of resource requirements for budget submissions.
•Monitors budget implementation/expenditures of the Executive office and recommends reallocation of funds as necessary.
•Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds in the Executive office.

General Administration
•Coordinates extensively with 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., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Contract Administration
•Assists with day-to-day administration of contracts between the UN Technology Bank and external contractors for outsourced services.
•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN Technology Bank.
•Processes the payment of contractors' invoices and monitor payments.
•Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

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. 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.

Education

High school diploma or equivalent is required.

Work Experience

At least ten years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in using Enterprise Resource Planning (ERP) system, such as Umoja and Business Intelligence (BI) reports is desirable.
Experience with the requisitioning, procurement and payment process, travel management is desirable.
Experience working in the front office of senior managers is desirable.
Experience working in an international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat.. For the position advertised, fluency in English and French 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 competency-based interview.

Special Notice

Appointment to this post is limited to service within the UN-TBLDC. TBLDC is an independent UN entity to the UN Secretariat; candidates been recommended through this Job Opening will not be rostered by UN Secretariat.

Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

Sorry, this job opening is no longer available.
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