Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5 (Temporary Job Opening)
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office of Internal Oversight Services
Duty Station: NEW YORK
Posting Period: 18 January 2018 - 01 February 2018
Job Opening Number: 18-Administration-OIOS-91804-J-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

This position is located in the Inspection and Evaluation Division (IED) of the Office of Internal Oversight Services (OIOS) in New York. The incumbent reports to the Chief of Section and the Director.

Responsibilities

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

Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Division's and the Section’s human resource activities and appropriate liaison versus the OIOS Executive Office (EO) and the Office of Human Resources Management (OHRM), e.g., regarding recruitment, promotion, performance appraisal, job classification reviews, separation, training, etc., ensuring consistency in the application of regulations and procedures
• Refers staff to appropriate EO and OHRM personnel in response to queries about their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities under the Staff Rules and Regulations

General Administration

• Drafts routine correspondence in respect to relevant administrative and formal matters, including announcements of forthcoming IED inspection and evaluation assignments, submission of draft and final reports to subject entities and to appropriate oversight bodies
• Monitors accounts and payment to individual contractors for services
• Prepares a variety of research notes, tables, lists and data sets
• Formats documents to technical and editorial standards established, e.g. for DGACM submission
• Assists in conducting surveys and data analysis
• Arranges interview schedules
• Maintains Corlog (incoming/outgoing) correspondence
• Processes SSA requests for recruitment and extensions, payments, travels, travel claims, etc.

Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services
• Audits contractors' invoices against the goods and services provided by the contractor and approved by the UN
• Processes the payment of contractors' invoices and monitors payments
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys

Project Support

• Assists evaluation teams with administrative aspects of their projects, e.g., scheduling interviews and other meetings, undertaking online information searches, etc.
• Programmes surveys in online survey development software
• Develops database templates in Excel and/or SPSS and enters data from various data sources produced by the evaluation teams (e.g., paper-and-pencil surveys, desk reviews, etc.) into these databases
• Assists with data analysis, e.g., by reviewing documents and extracting relevant information, generating basic descriptive data from spreadsheets, etc.

Work implies frequent interaction with the following: staff within the Section, Division, the OIOS Executive Office, and the Office of the Under-Secretary-General for Oversight Services, as well as other organizational units of the United Nations Secretariat (e.g., human resources, administration, substantive departments, accounting staff in missions and Headquarters, general support services and conference services staff, as well as individual consultants and consulting firms).

Results Expected: Through the timely delivery of high-quality support, contributes to the effectiveness and efficiency of the Section and Division, namely: relevant, timely, and credible evaluations that key stakeholders (e.g., Member States, programme managers) use to inform their decision-making.

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.

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.

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. Must have passed the United Nations Global General Service Test (GGST), formerly known as Administrative Support Assessment Test (ASAT)

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area. Proficiency in Excel, Word, PowerPoint, and standard aspects of Enterprise Resource Planning systems (such as SAP, PeopleSoft, or Umoja) functionality assigned to Administrative Assistants is desirable. Familiarity with FluidSurvey, Qualtrics, SurveyMonkey, or equivalent online survey design platform is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.

Assessment

Evaluation of qualified candidates may include a 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Sorry, this job opening is no longer available.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2022 United Nations. All rights reserved