Job Opening

Posting Title: SENIOR ADMINISTRATIVE ASSISTANT, G7 (Temporary Job Opening)
Job Code Title: SENIOR ADMINISTRATIVE ASSISTANT
Department/Office: Department of Global Communications
Duty Station: WASHINGTON
Posting Period: 09 September 2021 - 06 October 2021
Job Opening Number: 21-Administration-DGC-162757-J-Washington (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 United Nations Information Center (UNIC) in Washington D.C., within the Information Centres Service (ICS), Strategic Communications Division (SCD), Department of Global Communications (DGC).

The UNIC Washington is the principal source of information about the United Nations system in the United States. The information centre is responsible for promoting public
understanding and support for the aims and activities of the United Nations by disseminating UN information materials to a local audience in English; engaging local and regional partners;
and, overall, bringing the United Nations closer to the people it serves.

The incumbent is under the direct supervision of the Deputy Director and the overall supervision of the Director.

Responsibilities

Within delegated authority, the incumbent is responsible for the following duties:

Human Resources Management
•Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•Provides advice and answers general queries on procedures and processes.
•Provides 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.

Budget and Finance
•Provides expert assistance in the preparation and development of the unit’s work programme and budget.
•Collects data from relevant databases and prepares customized financial reports.
•Provides assistance in the review, and preparation of the medium-term plan and its revisions.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Monitors budget implementation/expenditures 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.
•Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
•Assists in the preparation of budget performance submissions.
•Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•Processes the payment of contractors' invoices and monitor payments.


General Administration
•Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
•Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
•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 meetings, seminars, conferences and translations).
•Maintains constant contact with key UN offices to organize targeted outreach opportunities for senior UN officials, gather information and keeps abreast of the timing and substance of key meetings, events, speeches, activities, etc.; maintains files on key subjects before the UN and on the activities of the Secretary-General; Prepares briefs on assigned topics for senior UN officers;
•Guides and/or supervises less experienced staff;
•Performs other related duties, as required.

Competencies

•Professionalism: Ability to perform a broad range of administrative and programmatic functions, e.g., budget/work programme, human resources, database management, organization of events and meetings, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations in work situations. Demonstrate excellent organizational and inter-personal skills. 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.

•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

•Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of ten years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience working with Enterprise Resources Planning (ERP) systems such as Umoja, SAP or similar is required.
Experience working with the UN key counterparts in Washington, D.C., such as Government officials, experts in NGOs and the academia, private sector and media organizations is desirable.
Experience utilising online talent management systems such as Inspira, PeopleSoft or similar 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 post advertised, fluency in English is required.
Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

Appointment against this post is on a LOCAL basis, with NO entitlement to travel or any other international benefits. Should there be a need for examination, the candidate will be responsible for any travel expenses incurred. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. External candidates will be graded in accordance with the current recruitment guidelines. This means that external candidates may be recruited at a lower level than that of the advertised level of the post.

This position is temporarily available as soon as possible for an initial period of six months, with a possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

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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