Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: International Seabed Authority
Duty Station: KINGSTON
Posting Period: 20 July 2021 - 19 August 2021
Job Opening Number: 21-Administration-ISA-160181-R-Kingston (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Office of the Executive Secretary in Kingston Jamaica. The incumbent will report to the Head of the Compliance Assurance and Regulatory Management (CARMU) and will ensure the smooth running of CARMU in terms of office management and administrative procedures.

Responsibilities

The incumbent will be expected to work with minimal supervision and will be responsible for the following duties:
Provide comprehensive administrative support to the Head of Unit and CARMU staff.
Serve as focal point with the Office of Administrative Services for travel, leave, and other related workflows, monitor staff movements and time and attendance records.
Perform other related administrative duties, as required such as operational travel progamme; managing priorities and workflow of the Head of CARMU; scheduling on behalf of the Head of CARMU with appropriate consultation as required; effectively prioritizing and resolving related conflicts and competing demands; identifying issues requiring the Head of CARMU’s attention and referring others to relevant officer for appropriate disposition; monitoring and follows-up on actions to be taken.
General Administration Support
Keep others informed by conveying directives, reports, status updates and other relevant information. Supports the Head of CARMU in the daily operations of the Unit and monthly targets through action such as:
•Schedule the routine weekly/monthly meetings and on demand meetings of the Unit.
•Provide efficient screening, coordination and scheduling of meeting requests with the Unit; maintain electronic calendars.
•Record, circulate and store meeting minutes and follow up the status of action items as required.
•Coordinate the preparation of the monthly report of the Unit, including updating the status of progress of deliverables with input from the responsible officers, as well as forecast of new deliverables with input from the officers.

Records Management
Establish, maintain, and improve filing systems and contribute to the development and update of knowledge management tools, through actions such as:
•Assist in maintaining and updating registries of the Unit such as the Seabed Mining Register, Risk Register, Performance Monitoring Records and Quality Management Records.
•Assist in maintaining and updating the Standard Operating Procedures of the Unit in line with Unit’s version control process and ensuring that current authorized versions are identified and are in use.
•Receive, record and file annual reports and periodic reports of contractors and issue the necessary communications related to these. The filing will include liaising with OAS to ensure that the reports are appropriately named and uploaded to the appropriate secure site (intranet) of the Authority.
•Ensure the proper filling of documents retained in hardcopy and on the Unit’s network drive and OneDrive are current to reflect accurately all the Unit’s publications, including reference material pertaining to the Unit’s work progamme.
•Keep abreast of new tools to ensure ongoing improvement and development of information retention and retrieval techniques.
•Assist in the implementation of new knowledge management systems.
•Organizes meetings, including workshops, webinars, seminars, task groups, project activities and any other ISA related events, through actions such as:
•Assist in the preparation of all meeting-related documentation and correspondence.
•Assist in uploading and maintaining information on the ISA website.
•Coordinate with other departmental focal points and resources.
•Regularly maintain and update the Unit’s schedule of different meetings and activities.
•Provide appropriate and timely response to queries regarding participation in meetings and the use of the proper templates.
•Verify accreditation of members and advisers to meetings.
•Extract up-to-date reports on participant lists and accreditation lists.
•Timely provision of lists of attendance and appropriate badges for meetings.
•Compile documentation and prepare folders required for various internal and external meetings and undertake searches for reference material.
•Provide efficient screening, coordination, and scheduling of meeting requests with the Unit; maintains electronic calendars; receive visitors. Correspondence and Communications Support.
•Correspondence and communications connected to the substantive work of the Unit.
•Drafts routine correspondence to respond to inquiries in respect to relevant administrative matters such as cover letters for issuing invoices and receipts to contractors, acknowledging receipt of annual and periodic reports from contractors etc. using productivity tools such as mail merge where applicable.
•Handles correspondence in terms of drafting, processing and follow-up, achieving results such as:
I.Draft, type, format correspondence, documentation, and other written material, often of an urgent nature, from verbal instructions, hand-written drafts, etc., in conformity with established procedures.
II.Maintain a stock of forms, stationery and supplies for the Unit.
III.Proofread or otherwise verify accuracy of material, including own work, for correctness and conformity with established procedures before release to maximize quality in a timely manner.
IV.Explain rules and procedures for proper distribution of correspondence and any other procedures to new staff where necessary.
V.Assist maintaining the Secretariat’s addresses’ database.

Competencies

Professionalism: 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. [Add gender indicator here].

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. Post secondary studies in Administration is desirable.

Work Experience

A minimum seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience providing administrative support for senior officials in the UN or comparable organization is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include a technical test and a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the ISA Staff Rules.

All staff in the General Service and related categories shall be recruited in the country of 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.

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.

ISA reserves the right to appoint at one level lower than the level of the vacancy

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.

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