Job Opening

Posting Title: Administrative Assistant, G7
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office of Central Support Services
Duty Station: NEW YORK
Posting Period: 18 December 2017 - 16 January 2018
Job Opening Number: 17-Administration-DM OCSS-89800-R-New York (O)
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 Office of the Chief, Travel and Transportation Section (TTS), Commercial Activities Service (CAS), Facilities and Commercial Services Division (FCSD), Office of Central Support Services (OCSS). The incumbent reports directly to the Chief of the Section and under the overall supervision of the Chief of Service.

Responsibilities

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

Budget and Finance
•Provides expert assistance in the preparation and development of the Section/Services work programme and budget.
•Assists in monitoring budget/work programme with respect to various budgets, and other funds on a regular basis, and suggests reallocations of resources and implements the redeployments as necessary.
•Collects data from relevant databases and prepares customized financial reports.
•Provides assistance in the review, and preparation of the medium-term plan and its revisions.
•Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements of the Section/Service, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Monitors budget implementation/expenditures and recommends reallocation/redeployment of funds as necessary.
•Reviews shopping carts for goods and services to ensure (a) correct Cost Centres have been charged, and (b) availability of funds.
•Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
•Assists in the preparation of budget performance submissions.
•Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

Human Resources Management
•Coordinates various actions related to the administration of the Section/Service’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•Oversees the maintenance of vacancy announcement electronic files and keeps track of status of vacancy announcements.
•Provides advice and answers general queries on classification procedures and processes.
•Provides information and advice to staff with respect to duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
•Monitors Umoja staffing tables for a variety of human resource activities, e.g. appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

General Administration
•Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
Prepares working papers required for policy matters, conducts related research and makes recommendations to the Chief of Section/Service.
•Provides assistance in drafting of Standard Administrative Instructions/Information Circulars budget agreements, s or other activities as appropriate.
•Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. Makes recommendations on various ways to improve service delivery and efficiency.
•Coordinates extensively with Section/Service’s units and liaises frequently with internal team members at Headquarters.
•Performs other related administrative duties, as required (e.g. operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Contract Administration
•Assists with day-to-day administration 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.
•Reviews Statements of Work required for procurement process.
•Assists with the analyses of bids for proposed contract awards (related to the provision of services provided by outside contractors) prior to recommendation to the Procurement Division.
•Reviews all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, swipe-card access and door keys.

Performs ad-hoc duties as required.

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. Ability to draft correspondence, briefing notes, talking points, etc. Ability to work with figures. 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. Ability to plan own workload, identifies priority activities and assignments and adjusts plans as needed. 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.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise. Is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent.

Work Experience

A minimum of ten years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience in supervising junior staff is desirable. Experience with Enterprise Resource Planning system funds management module 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 a written assessment exercise which may be followed by competency-based interview.

Special Notice

The position will only become available from 1 April 2018.

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.

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 periodically to new function in their careers in accordance with established rules and procedures.

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.
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