Job Opening

Posting Title: Administrative Assistant, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Department of Management
Duty Station: NEW YORK
Posting Period: 22 September 2017 - 21 October 2017
Job Opening Number: 17-Administration-DM-85675-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

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. 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 maybe accepted in lieu of the GGST.

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 position is located in the Central Accounts Section of the Accounts Division, OPPBA, Department of Management. The Administrative Assistants reports to the Chief of Section.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Budget and Finance
•Scrutinizes analytically source documents for completeness, accuracy and validity of charges.
•Extracts details of accounts from the accounting system in order to analyze and verify accuracy and validity and recommends and prepares necessary journal entries.
•Investigates erroneous charges and takes appropriate corrective accounting actions
•Prepares memoranda and/or letters to various offices, departments and overseas offices related to financial statements (UN Volume I, UNITAR, UNU, ITC, Tribunals and UNCC) and responds to queries from staff members and third parties;
•Methodically reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
•Prepares worksheets, consolidates data into financial statements, and assists with the preparation of IPSAS-compliant financial statements.
• Coordinates with Umoja Production Support to resolve issues related to SAP processes for the Finance Module.
Human Resources Management

•Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Financial Reporting Service’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.
•Maintains the list of extensions and contract expirations for staff members in Central Accounts Section, Trust Fund Section, Peacekeeping Section and IPSAS ( 88 staff members) in order to achieve prompt processing by the Executive Office;

•Reviews entitlements-related claims and reports.


General Administration
•Drafts/prepares letters, notes, memoranda and/or faxes to various permanent missions, offices, departments, overseas offices, and other United Nations system entities.
•Prepares requisitions of goods in Umoja for Central accounts section and Trust Fund section
•Trains Administrative Assistants in Trust Fund Section and Peacekeeping Accounts Section and serves as Acting Administrative Assistant for Trust Funds Section during IPSAS and Umoja transition.
•Prepares, processes official travel of staff and prepares related relevant reports.
•Reviews inputs and compiles weekly note relating to the tasks of Central Accounts Section for submission to the Controller’s office and subsequently to OUSG.
•Maintains files of rules, regulations, administrative instructions and other related documentation.
•Sorts and distributes all incoming mail and maintain log in the CorLog database for all Central Accounts correspondence received.
•Performs other related administrative duties, such as: physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences.

Contract Administration
•Prepares documentation for administration of contracts between the UN and external contractors for outsourced services.
•Reviews documentation and submits Shopping Carts and Service Entry Sheets in UMOJA, for Consultants in the Financial Reporting Service , in order for the HR partner to produce documents related to recruitment and payment of the hired consultants.
•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•Processes and reviews for accuracy the payment of contractors' invoices and monitor payments. This includes, amongst other things, calculating, inputting, and checking payments for correctness and communicating discrepancies to supervisors.

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.

•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.

•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. .

Work Experience

A minimum of five years of experience in general office support, administration or related area is required. Of those five years, three (3) years of experience working with an Enterprise Resource Planning (ERP) system is desirable. Experience in recruitment and selection within the UN Common system or similar public international organization is desirable. Experience in shopping carts to request goods or services and service entry sheets for payments in SAP is desirable.

Languages

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

Assessment

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

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, 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 or violations of international human rights law and international humanitarian law.

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.

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 the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 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.

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