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: 07 December 2017 - 05 January 2018
Job Opening Number: 17-Administration-UNJSPF-88842-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Information Management Services Section of the United Nations Joint Staff Pension Fund (IMSS/UNJSPF). IMSS is responsible for the delivery of information technology services to the UNJSPF secretariat and facilities management services for the whole Fund. Within the delegated procurement authority of the CEO, IMSS also carries out procurement activities and liaises with the UN Procurement Division for the use of the UN procurement machinery. The Administrative Assistant reports to the Contract Officer and through him to the Chief of IMSS.

Responsibilities

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


Budget and Finance
•Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. Consolidates data received and provides support to the contract officer and the chief of IMSS with respect to preparation and monitoring of IMSS budget.
•Monitors and reviews status of relevant expenditures and compares with approved budget.
•Prepares and reviews requisitions and shopping carts for goods and services in UMOJA and ensures (a) correct objects of expenditure have been charged and (b) availability of funds.
•Assists in the preparation of budget and budget performance reports on IMSS budget.
•Prepares statistical tables and standard financial reports.

General Administration
•Drafts routine correspondence.
•Maintains files of relevant financial rules, regulations, administrative instructions and other related documentation as they relate to IMSS programme of work.
•Provides advice and guidance to IMSS staff with respect to administrative procedures, processes and practices, liaising with relevant administrative services staff as necessary.
•Maintains up-to-date work unit files (both paper and electronic).
•Receives and manages IMSS office technology needs and maintenance of equipment, software and systems.
•Coordinates extensively with service units and liaises frequently with internal team members.
•Monitors UMOJA related accounts and payment to vendors and individual contractors for services.
•Assists IMSS staff in participation and registration for external training courses, seminars and conferences and processes relevant fee payments.
•Organizes and coordinates administrative arrangements for staff attending to seminars, conferences and training sessions.
•Performs other related administrative duties as required.

Contract Administration
•Monitors and assists with day-to-day management 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.
•Liaise with vendors to obtain quotations and raise low value purchase orders in UMOJA.
•Follows up with the Accounts division on payment of invoices, notifies payees on the status and investigates complaints of delay and non-payment.
•Monitors external service contracts with regard to relevant budget allocation, and contract expenditures and not-to-exceed (NTE) amounts.

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 administrative, financial and procurement rules and regulations in work situations. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Ability to use software applications such MS Word, Excel and Power Point or similar software. 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.

Work Experience

Five (5) years of experience in finance, budget, accounting, administrative services, or related area is required. Experience in working with contract management is required. Experience in working with an Enterprise Resource Planning (ERP) system such as SAP, UMOJA or similar is desirable. Experience with procurement policies, practices 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 desirable.

Assessment

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

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

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.

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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