联合国方案预算、规划、和决算厅招聘行政助理(G5)

Job Opening

Posting Title: Administrative Assistant, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office of Programme Planning, Budget and Accounts
Duty Station: NEW YORK
Posting Period: 14 June 2017 - 13 July 2017
Job Opening Number: 17-Administration-DM OPPBA-80697-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 

 

 

Special Notice

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 categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe 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 functions in their careers in accordance with established rules and procedures.

Org. Setting and Reporting

This position is located in the Claims Unit of the Commercial Insurance & Compensation Section of the Insurance of Disbursement Service of the Accounts Division of the Office of Programme Planning, Budget and Accounts (OPPBA). The administrative Assistant at this level will report to the Chief, Claims Unit/Secretary of the Advisory Board of Compensation Claims(ABCC)/Secretary United Nations Claims Board (UNCB).

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)

Human Resources Management
Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems for the claims unit.
Reviews entitlements-related compensation claims and reports.
Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
Maintains and reviews organizational staffing tables; prints and reviews Umoja reports.

Budget and Finance
Monitors status of expenditures and allotments through the Umoja Portal and in ECC, records variations, updates budget tables.
Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
Reviews status of relevant expenditures and compares with approved budget.
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
Assists in the preparation of budget performance submissions.
Prepares statistical tables and standard financial reports.

General Administration
Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
Drafts routine correspondence.
Maintains files of rules, regulations, administrative instructions and other related documentation.
Maintains and organizes up-to-date work unit files (both paper and electronic) such as correspondence, claims, invoices, inquiries, and files for compensation in accordance with Appendix D to the Staff Rules, other similar provisions under the Staff Rules, and the legislation governing the United Nations Claims Board (UNCB)..
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
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 administrative arrangements for seminars, conferences and translations.

Contract Administration
Assists with day-to-day administration of contracts between the UN and external contractors for the various UN commercial insurance policies as a back-up.
Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
Processes the payment of contractors' invoices and monitor payments.

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.

•COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•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

A minimum of five years of progressively responsible experience in administration, accounting, law, finance or human resources is required. Experience in workers' compensation or similar personnel claims is desirable. Experience in interpreting and applying employee benefits and entitlements relating to death, injury, disability and loss prevention personnel is desirable. Experience with an ERP system such as SAP is desirable.

Languages

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

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.