Job Opening

Posting Title: Administrative Assistant, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Department of Global Communications
Duty Station: NEW YORK
Posting Period: 26 September 2021 - 25 October 2021
Job Opening Number: 21-Administration-DGC-164371-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Sales and Marketing Section, Outreach Division, Department of Global Communications. The Administrative Assistant reports to the Administrative Officer. The Sales and Marketing section (United Nations Publications) works to promote United Nations' knowledge, communication, and outreach objectives by publishing, selling, distributing, and licensing print and electronic publications, periodicals and databases that disseminate United Nations' knowledge, studies and data. It publishes titles aimed at a broad public, as well as provides electronic products and services for individual customers and institutions. The Section designs and implements the overall marketing strategy for United Nations Publications; promotes the United Nations brand; drives demand for UN publications; fosters strategic relationships with co-publishers, book and e-book sellers, and providers of technology services to the publishing industry; participates in industry conferences and exhibits at major book fairs worldwide.

Responsibilities

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

HUMAN RESOURCES MANAGEMENT
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the section’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.• Maintains and reviews organizational staffing tables.

BUDGET AND FINANCE
• Monitors status of expenditures and allotments in Umoja or other related systems , records variations, updates budget tables.
• Consolidates data received and provides support to senior staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant income and expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial and other reports

GENERAL ADMINISTRATION
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and other administrative processes.
• Drafts and processes routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Functions as an assistant to the Section Chief.
• Performs other related administrative duties, as required.

CONTRACT ADMINISTRATION
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Processes the payment of contractors' invoices and monitors payments.

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 the 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

High school diploma or equivalent.

Work Experience

At least five years of experience in administrative services, human resources, finance and accounting or related area is required.
Hands-on experience in Enterprise Resource Planning (ERP) system and recruitment portals (Inspira or similar systems) is also required.
Experience in income generation setting is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required and and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include a substantive assessment of technical/professional knowledge in addition to a competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

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.

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.

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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