Job Opening

Posting Title: Administrative Assistant, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Human Security Unit
Duty Station: NEW YORK
Posting Period: 08 February 2018 - 09 March 2018
Job Opening Number: 18-Administration-DM HSU-92515-R-New York (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Human Security Unit (HSU) is responsible for raising awareness and placing human security in the mainstream of UN activities. The specific objectives of the Unit are to: (a) manage the United Nations Trust Fund for Human Security (UNTFHS); (b) advance the application of human security as a cross-cutting approach to promote peace, development and human rights at the policy and operational levels within and outside of the United Nations; and (c) expand political and financial support for human security and its implementation by the UN system and the international community. The Administrative Assistant reports to the Chief of the Unit. The HSU is guided substantively by the Executive office of the Secretary-General and administered by the Department of Management.

Responsibilities

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

- Liaises with UN agencies being funded under the Trust Fund to follow-up on submission of proposals and reports and other administrative actions that may be required.

- Serves as a focal point for administrative coordination of the HSU activities - initiates, processes, monitors, reviews and follows-up on actions related to the unit’s human resources and budget related activities, e.g., recruitment, placement, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems (e.g. ERP).

- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

- Monitors status of HSU expenditures and allotments, records variations, updates budget tables; reviews status of relevant expenditures and compares with approved budget; assists in processing payments to staff members and consultants for their entitlements in coordination with the DM Executive Office.

- Assists in the preparation of budget performance submissions related to HSU activities.

- Provides the full range of office management and administrative support functions to the staff of the Unit; responds to routine information requests and inquiries; arranges official travels of the Unit members and members of the Advisory Board on Human Security; reviews, logs and routes incoming correspondence.

- Sets up and maintains both electronic and paper files/records; organizes meetings, workshops and conferences; maintains attendance, inventory and ordering records.

- Drafts routine correspondence.

- Performs data entry and extraction functions; generate a variety of standard statistical and other reports.

- Maintains calendar for members of the Unit; monitor changes and communicate relevant information to appropriate staff inside and outside of the Unit.

- Prepares and processes all UN forms and permissions including for contractual purposes for Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

- Performs other duties as assigned.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g. budget/work programme, human resources, database management. Knowledge of United Nations administrative, financial and human resources rules and regulations and their application 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• 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.

• 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 clients.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience with UN administrative rules and regulations or that of a similar international body is desirable. Experience with a management tool such as Umoja or similar ERP system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (oral and written) is required. Knowledge of French is desirable. Knowledge of other UN official languages is an advantage.

Assessment

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

Special Notice

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.

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

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

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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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