联合国管理部招聘行政助理(G6)

Job Opening

Posting Title: Administrative Assistant, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office of the Under-Secretary-General for Management
Duty Station: NEW YORK
Posting Period: 16 June 2017 - 15 July 2017
Job Opening Number: 17-Administration-DM OUSG-81101-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 

 

 

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.

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

Org. Setting and Reporting

This position is located in the Executive Office, Office of the Under-Secretary-General, Department of Management. throughout the United Nations. The Administrative Assistant reports to an Administrative Officer in the Executive Office

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 human resource activities, e.g., 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.
• 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.
• Creates requests in Inspira using the Offer Management module for initial appointment, reappointment, transfer, secondment, temporary assignment and other staff moves.
• Monitors staffing table and prepare relevant statistical data/charts. Reviews monthly staffing tables and monthly payroll auto-lock reports.
• Submits requests for transactions to the Executive Office team co-located with HR Services.
• Assists the Administrative Officer in determining staff members’ eligibility and in allocating points during the annual continuing appointment review exercise.
• Maintains personnel working files of staff members in Unite Docs.


BUDGET AND FINANCE:
• Assists in the preparation and review of financial and human resource proposals/requirements.
• Assists the Administrative Officer 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.
• Assists Administrative Officers in gathering relevant information related to travel requests from non-staff members and consultants as well as expense reports. Coordinates with the relevant offices in ensuring timely approval of entitlement travels for staff members.
• 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 in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field including Accounts Division, Office of Human Resources Management, other Executive Offices as well as other relevant offices.
• 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).
• Assists the Administrative Officers in the preparation of special reports and projects.
• Assists the Administrative Officers in managing the Internship Programme
• Processes requests for UN ID cards, laissez-passers, visas and property passes when needed.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

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& 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

At least seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience with Inspira, or similar talent management tool, offer management module is desirable. Experience in Umoja, or similar ERP platform, human resources module is desirable.

Languages

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

Assessment

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

 

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.