Job Opening

Posting Title: Administrative Assistant (2 positions), G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Department of Peace Operations
Duty Station: NEW YORK
Posting Period: 16 May 2022 - 14 June 2022
Job Opening Number: 22-Administration-DPO-180878-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

These positions are located in the Front Office of the Assistant Secretary General, Office of Military Affairs, Department of Peace Operations. The incumbents report to the Chief of Staff and Administrative Officer respectively and provides support to the Administrative Officers in the Administrative Team.

Responsibilities

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

· Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of seconded and civilian staff and consultants, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

· Serves as a Time Manager in UMOJA due to the rotation of time manager approvers.

· Prepares all the Note Verbales sent to Member states for the contract extensions of seconded military personnel up to the ASG level for seconded military positions in the HQ and the field, this includes the Heads of the Military Component in the Field, who rotates on a regular basis.

· Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements for both civilian and seconded military personnel in accordance with the Staff Rules and Regulations.

· Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements in INSPIRA and the Seconded Recruitment Military Campaigns.

· Certifies human resources and time and attendance transactions in UMOJA.

· Monitors staffing table and prepare relevant statistical data/charts.

· Assists in the preparation and review of financial and human resource proposals/requirements.

· Consolidates budget/work programme with respect to Headquarters and support account’ budget, trust funds, extra budgetary funds, grants and procurement.

· Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

· Assists managers in the elaboration of resource requirements for budget submissions.

· Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures

· Prepares or customizes financial reports from UMOJA system generated reports.

· Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

· Certifies and manages official travel of staff within their office and of directors that report to them, while Directors can certify and manage official travel of staff within their office or division, within the funds allocated and to ensure compliance with the ST/AI on official travel and 21-day advance ticket purchase policy.

· Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

· Coordinates extensively with service units and liaises frequently with internal team members civilian and seconded military at Headquarters and the seconded military component in the field..

· Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors fornservices; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).

· Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

· Creates UMOJA requisitioning for contractors and supplies in accordance with UN rules and regulations.

· 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.

· 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.

· May be responsible for guiding, training, and supervising the work of more junior General Service staff.

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.

Work Experience

A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience with SAP or similar Enterprise Resource Planning system (ERP) is required.

Experience working with the Inspira recruitment module, or similar (Oracle/PeopleSoft) applications is highly desirable.

Experience in an international organization such as the United Nations or similar organization is desirable.

Experience working with multiple donor-funded projects is desirable.

Experience providing support to conferences and large meetings is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

These positions are 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.

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.

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