Job Opening

Posting Title: Administrative Assistant, G6 [Filled from Roster]
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office for the Coordination of Humanitarian Affairs
Duty Station: NEW YORK
Posting Period: 20 December 2017 - 18 January 2018
Job Opening Number: 17-Administration-OCHA-90437-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 Office for the Coordination of Humanitarian Affairs (OCHA), Office of the Under-Secretary-General and Emergency Relief Coordinator (OUSG/ERC). The Office of the USG aims to provide first-rate policy and administrative support to the USG/ERC. The Office aims to assist the USG/ERC in providing effective leadership for both OCHA and the Inter-Agency Standing Committee (IASC). The Administrative Assistant reports to the Chief of Staff.

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 administration of the unit’s human resource activities, including through Umoja and Inspira, e.g., support the USG/ERC and his/her office in processes related to recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja and Inspira.
•Monitors staffing table and prepare relevant statistical data/charts, including on senior management travel. Maintains contact lists of key staff and contacts for the Office.

Budget and Finance
•Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. Support the processing of humanitarian funds, including CERF project proposals and letters.
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration
•Drafts routine correspondence to respond to enquiries. Compiles relevant background documents and references; monitors and follows-up on actions to be taken.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Support management of team calendars and invitations, including setting up meetings, organising conference calls.
•Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for
services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
•May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Validates the contractors' invoices against the goods and services provided by the contractor and approved by the OCHA Executive Office.

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.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

Seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Languages

French and English are the working languages of the United Nations Secretariat. For this post, 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

All positions are subject to availability of funding.

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.

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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