Job Opening

Posting Title: Administrative Assistant (Temporary Job Opening), G6 (Temporary Job Opening)
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 28 July 2021 - 26 August 2021
Job Opening Number: 21-Administration-DGACM-160748-J-New York (O)
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 Global Technical Team of the Department for General Assembly and Conference Management (DGACM/GTT), New York.

The Administrative Assistant reports to the Senior Computational Linguist, responsible for the GTT. The Administrative Assistant plays a pivotal role in supporting the activities of the Vienna-based GTT whilst working closely with human resources and finance colleagues within the DGACM’s Executive Office, located in New York.

For more information on the GTT, please visit: https://www.un.org/dgacm/en/content/global-technical-team.

Responsibilities

Within delegated authority, the Administrative Assistant will work with colleagues and external vendors across various regions and time zones, undertaking the following duties:

HUMAN RESOURCE MANAGEMENT

•Follows-up with the DGACM Executive Office (EO) on human resources-related actions, such as the recruitment of staff and consultants.
•Liaises with the EO and UNOV HRMS and advises team members on the applicable administrative procedures, processes and practices, conditions of service, duties and responsibilities.
•Maintains administrative data and records for time and attendance, performance indicators and appraisal, training, etc. in electronic information systems.
•Drafts and maintains vacancy announcement files.
•Monitors status of vacancy announcements, interviews, assessment tests, etc.
•Coordinates and processes onboarding and offboarding actions including IT account management, provisioning access to software applications, personnel table revisions and telephone directory maintenance.
•Other HR-related tasks, as required.

BUDGET AND FINANCE

•Assists in the preparation and review of financial and human resource reports.
•Monitors and prepares revisions of expenditures, compares with approved budget and reports to the GTT manager as required.
•Assists in preparation of budget performance submissions and performance reports.
•Other budget and finance-related tasks, as required.


CONTRACT ADMINISTRATION AND PROCUREMENT

•Liaises with the EO and the Procurement Division and assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Initiates and follows-up on actions related to procurement activities (low value acquisition, shopping carts, purchase orders, service entry sheet, goods receipt, system contracts, catalogues, market research, best offer, shipment, etc.). Prepares, tracks and monitors payment of contractors' invoices according to approved internal standard operating procedures (SOPs).
•Monitors the compilation of performance evaluations and payment vouchers for individual contractors and consultants by officers, files them on SharePoint, keeps track of payments and expenditure, informs the EO about payment actions, and other matters.
•Assists individual contractors and consultants with payment questions and payment related issues.
•Other administrative tasks related to contracts and procurement, as required.


GENERAL ADMINISTRATION

•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and IT audits, personnel, procurement, recruitment matters.
•Maintains files of team policies, regulations, administrative instructions and other related documentation and other digital assets.
•Performs other administrative tasks, as required (e.g., physical space planning and assignment; organizing and coordinating training and other team events).
•Processes and follows-up on administrative arrangements and forms related to the official travel of team members.
•Liaises with UNOV colleagues regarding processing of UN forms, requests and permissions for UN grounds passes, property passes, visas, legitimation cards, and door keys.
•Assists with GTT administrative tasks, as required.

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.

•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.

•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.

Work Experience

•A minimum of seven years’ experience across administrative services, finance, accounting, budget and human resources, or related area, is required.
•Practical, hands-on experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel), is required.
•Experience with SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent, is required.
•Experience in contract management, procurement, or related field is desirable.
•Experience using recruitment platforms such as Inspira or similar, is desirable.
•Experience with Microsoft Power BI is desirable.
•Experience in an IT project environment, or supporting a project team, is desirable.
•Experience supporting senior managers is desirable.

Languages

Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. Working knowledge of German is an asset.

Assessment

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

Special Notice

This temporary job opening is financed by the regular budget and is available for a period of up to 364 days. 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.

In case of selection of a staff member of the United Nations Secretariat who meets the definition of "internal candidate" in staff rule 4.10, the staff member will be placed on a temporary assignment if holding the same grade as the job opening; and on a temporary promotion if holding a lower grade than the job opening.

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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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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