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Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: OFFICE FOR DISARMAMENT AFFAIRS
Duty Station: GENEVA
Posting Period: 18 March 2016 - 16 April 2016
Job Opening Number: 16-Administration-ODA-54742-R-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Recruitment for this position is done on a local basis.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Having passed the Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

- 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.

Org. Setting and Reporting

This post is located in the Conference on Disarmament and Conference Support Branch, United Nations Office for Disarmament Affairs, Geneva. The incumbent reports to the Chief of the Implementation Support Unit (ISU) of the Biological Weapons Convention (BWC).

The BWC ISU forms the core of the secretariat of BWC meetings; maintains and develops the Convention's website; receives and distributes information submitted annually by States parties under the system of Confidence-Building Measures (CBMs); collates details of national measures to implement all aspects of the BWC; acts as a clearing house for assistance; interacts with relevant international organizations, scientific and academic institutions, and non-governmental organizations; and attends relevant meetings and events.

The ISU also assists the Chairman of BWC meetings in promoting universalization of the BWC, conducting outreach, maintaining details of progress towards universality and reporting on progress to States parties.

For more information, please refer to http://www.unog.ch/bwc

Responsibilities

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

Together with a P-3 Political Affairs Officer, works on the implementation of EU Council Decision CFSP 2016/51 in support of the Biological Weapons Convention (BWC).

BUDGET AND FINANCE
•Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables.
•Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
•Reviews status of relevant 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 reports.

GENERAL ADMINISTRATION
•Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and travel of participants in meetings.
•Drafts routine correspondence.
•Maintains files of rules, regulations, administrative instructions and other related documentation.
•Maintains up-to-date work unit files (both paper and electronic).
•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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

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.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, database management, etc. Ability to apply knowledge of various United Nations administrative and financial 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.

•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.

•CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience of working with the European Union and knowledge of EU policies and procedures 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 an advantage.

Assessment

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

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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