Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Global Compact Office
Duty Station: NEW YORK
Posting Period: 22 November 2017 - 21 December 2017
Job Opening Number: 17-Administration-DM GCO-89163-R-New York (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

This position is funded with extra-budgetary resources. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

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 may be accepted in lieu of the GGST.

Org. Setting and Reporting

This position is located at the United Nations Global Compact office. The Administrative Assistant reports to the Coordination Officer at the UN Global Compact.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
•Initiates, reviews, processes and follows-up on actions related to the recruitment of UN Global Compact staff and consultants, assisting the Global Compact office with overall performance appraisal management, conducting UNGC internal job classification reviews, and ensuring consistency in the application of UN rules and procedures in all UNGC human resource and administrative matters.
•Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
•Monitors and updates the Global Compact organizational charts.

Budget and Donor Relations
•Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to the UN Global Compact trust fund, grants received and procurement.
•Monitors expenditures and compares with approved budget.
•Regularly assists the office to communicate and engage donor governments by responding to and initiating all donor queries, providing updated activity reports and other documentation to donors as needed.
•Prepares or customizes financial reports from Umoja system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Programme and General Administration
•Drafts routine correspondence to respond to enquiries with respect to relevant administrative, Consultant, and personnel matters.
•Organizes, compiles and reviews policy connected to the Global Compact integrity measures. Disseminates updated policy as instructed by the Coordination Officer.
•Compiles, analyzes, summarizes, and enters data on participant activities connected to the Global Compact’s 10 Principles and to the UN Sustainable Development Goals.
•Assist in compiling data and narrative for the Impact Report.
•Coordinates regularly, and as needed, with service units such as the Executive Office, Travel Office, Office of Human Resources Management, and Umoja HDG on matters pertaining to the Global Compact and liaises frequently with internal team members at the Global Compact Office, and with international offices as needed.
•Performs other related administrative duties, as required (e.g., monitoring accounts and payments to individual contractors for services; proofreading documents, reports, memos and letters).
•Assists the Coordination Officer with all aspects of GC Board Meeting preparation; also assists with general meetings and events preparation as needed, including, but not limited to, assisting to draft agendas, finalizing and disseminating invitations, contacting potential speakers, finalizing speaker and attendee lists, completing catering orders, overseeing budget and expenditures for meetings.
•Assists the Coordination Officer and team in the annual review and update of the Global Compact strategy and related reports. Assists in updating and compiling draft reports as needed; and maintains various drafts for dissemination to different audiences.
•Conducts research on behalf of the Coordination Officer on prospective UNGC Board Members.
•Assists UN staff with Umoja queries related to Travel, Time and Attendance, contract extensions, dependency benefits, and other administrative matters.

Contract Administration
•Oversees the administration of UN Consultant and Individual Contractor contracts; oversees all Umoja functions related to Consultant and IC recruitments, liaises with EO and Umoja HDG team to create shopping carts, and for the creation of Consultant and IC contracts.
•Processes the monthly payment of consultants invoices and monitors payments. Monitors office compliance with respect to Consultant and Individual Contractor performance evaluations.
•Reviews and submits all UN forms and permissions on behalf of the UN Global Compact to the Executive Office, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

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 or those of a similar international organization. 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& 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 seven years of experience in administrative services, finance or related area is required. Experience with human resources is required. Experience working with a corporate sustainability initiative is desirable.

Languages

English and French are the working languages of the United Nations. For the position advertised, fluency in English is required. Knowledge of another UN official 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.

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