Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G7
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Economic and Social Commission for Western Asia
Duty Station: BEIRUT
Posting Period: 02 November 2017 - 01 December 2017
Job Opening Number: 17-Administration-ESCWA-88129-R-Beirut (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country of the duty station, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station.

Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.

The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.

Org. Setting and Reporting

This post is located within the Technology for Development Division (TDD) of the Economic and Social Commission for Western Asia (ESCWA). The Administrative Assistant reports directly and will be under the overall supervision of the Director of TDD.

Responsibilities

The Administrative Assistant will be responsible for carrying out the following:

1 - Coordinates various actions related to the administration of the Division's human resources activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures; liaises with central administration/executive services as required;
2 - Oversees the maintenance of job opening files and keeps track of the status of job openings;
3 - Provides assistance in INSPIRA to the Hiring Manager in building job openings, entering evaluations of candidates and other details until completion of the process;
4 - Reviews and processes personnel, travel, consultancy, and financial actions through the Portal and Umoja, and attendance through Umoja;
5 - Monitors e-Performance: work plans, Midpoint Review, and End of Cycle for all staff of the Division and submit on time;
6 - Monitors quarterly travel and consultancy forecast for the Division;
7 - Serves as a focal point for coordination of programme input into the Division's work plan, monitors and expedites payment vouchers, liaising with all relevant organizational units to initiate requests, obtains necessary clearances, processes and follows-up on administrative actions;
8 - Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
9 - Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN;
10 - Processes the payment of contractors' invoices and monitor payments;
11 - Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Division staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys;
12 - Coordinates the Division's transactions pertaining to personnel, travel arrangements, authorization of payments and disbursement of funds;
13 - Assists in preparation, development and monitoring budget/work programme and funds with respect to various budgets, trust funds, grants and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary;
14 - Collects data from relevant databases and prepares customized financial reports;
15 - Reviews and assists in the finalization of cost estimates and budget proposals, for expert group meetings, travel of staff, consultancy assignments, individual contractors, etc. and ensures compliance with approved submissions;
16 - Monitors budget implementation/expenditures and recommends reallocation of funds as necessary;
17 - Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds;
18 - Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures;
19 - Drafts correspondence on general administrative issues;
20 - Provides, upon request, guidance, training and daily supervision to other general service staff in the area of responsibility;
21 - Identifies issues/problems, as they arise, and informs the Director of the Division with the appropriate course of action;
22 - Prepares briefs for international personnel on general administration matters ensuring administrative support as required;
23 - Performs other related administrative duties, as requested by the Director.

Competencies

Professionalism - Ability to effectively use UN-standard applications including Lotus Notes, Microsoft Windows and Microsoft Office, Umoja and Inspira. 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 audience; demonstrates openness in sharing information and keeping people informed.

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 10 years of progressively responsible professional experience is required in administrative services, finance, accounting, audit, human resources or related area. Experience within the UN system in the field of administration or other related fields is desirable.

Languages

English and French are the working languages of the United Nations. Arabic is also a working language of ESCWA. For this post, fluency in written and spoken English and Arabic is required.

Assessment

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 when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) 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 per applicable eligibility guidelines.

In addition to the above, the shortlisted candidates will undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.

United Nations Considerations

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.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

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