Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Joint Staff Pension Fund
Duty Station: NEW YORK
Posting Period: 09 November 2017 - 08 December 2017
Job Opening Number: 17-Administration-UNJSPF-88115-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Special Notice

This position is being advertised for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.

Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.

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.

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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

Org. Setting and Reporting

This position is located in the Executive Office of the United Nations Joint Staff Pension Fund (UNJSPF). The Executive Office provides the administrative support necessary for the implementation of the activities of the UNJSPF. The incumbent reports to the Human Resources Officer and Budget and Finance Officer.

Responsibilities

Human Resources Management
•Processes, monitors and follows-up on actions related to the administration of the Pension Fund’s human resource activities, mainly in recruitment, i.e. administer assessment tests/schedule interviews, contract extensions and staff movement, ensuring consistency in the application of regulations and procedures.
•Enters, maintains and certifies records for time and attendance via SAP, Umoja .
•Reviews travel requests and expense reports of staff members.
•Provides advice and guidance to staff with respect to Umoja ESS/MSS self-service and time management procedures, processes and practices, liaising with Umoja Support Desk and HDG as necessary.

Budget and Finance
•Reviews and monitors status of expenditures through Umoja, compared with approved budget and researches and records on variations
•Reviews, prepares and processes 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 and performance submissions and reports.
•Researches, consolidates and prepares statistical tables and financial reports as assigned.
•Serves as a back-up to Finance and Budget Assistant.

General Administration
•Processes and follows-up on official travel and expense reports for committee members (non-staff) and provides advice and guidance on administrative procedures.
•Organizing and coordinating Audit Committee meeting.
•Maintains files of Audit Committee meeting and the meeting website.
•Maintains up-to-date administrative files for the Executive Office (both paper and electronic).
•Coordinates extensively with the Travel Section regarding travel and expense reports for committee members.
•Performs other related administrative duties, as required, e.g., process travel related forms.

Competencies

•Professionalism: Knowledge of the Pension Fund organizational structure and functioning. Knowledge of Microsoft Word and Excel, or similar systems. Knowledge of administrative, financial, travel and human resources rules and regulations of an international organization and ability to apply it in work situations. Ability to perform a broad range of administrative functions, e.g., travel processing, budget/work programme, human resources, database management, etc. 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 administrative services, finance, accounting, audit, human resources or related area. Work experience using organizational and financial management, as well as travel modules of an enterprise resource (ERP) system is required. Experience in travel administration is required. Experience within the UN Common system or 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 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.

Sorry, this job opening is no longer available.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2019 United Nations. All rights reserved