Org. Setting and Reporting
These positions are located throughout the United Nations. Administrative Assistants at this level usually report to an Administrative Officer, Executive Officer, a Head of the Unit or to a Chief Administrative Officer.Responsibilities
Under the guidance and direct supervision of the Resident Coordinator (RC), the Administrative Assistant (Executive Assistant) ensures effective and efficient functioning of the RC front-office, overall management of the RC’s schedule and logistical requirements, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. All work is to be done with full confidentiality.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
1.Ensures effective and efficient functioning of the RC office focusing on achievement of the following results:
• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and or taking minutes
• Maintenance of protocol procedures.
• Prepares high-quality briefing materials for Resident Coordinator for appointments, meetings, missions
• Draft non-substantive and routine correspondence.
• Management of RC missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists for UN Agencies and Diplomatic Corps.
• Preparation of correspondence, directives, comments on behalf of RC for their signature and making follow-up when required.
• Organization of official/personal events: lunches, cocktails and dinners for local and High-Level visitors as required.
• Prepares correspondence, directives, comments on behalf of Resident Coordinator for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the RC office.
• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files.
• Screening of all incoming calls and correspondence.
• Coordination and supervision of activities to support staff engaged for the RC, e.g., Driver, Tea Ladies, Messengers.Human Resources Management
• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s 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.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
• Monitors staffing table and prepare relevant statistical data/charts.
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.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from IMIS system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Provide the overall administration and execution of varied and inter-related operational and logistical activities in the Resident Coordinator’s Office, ensuring high quality and accuracy of work.
• 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 seminars, conferences and translations).
• Coordinate and supervise events management, transportation services and insurance, and procurement of supplies.
• Presents thoroughly researched information for planning of financial resources for administrative services
• Support protocol matters, registration of staff, coordination with local authorities, and other administrative matters.
• Submit information on administrative services provided for cost-recovery bills
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Guide, train and supervise support staff engaged in general services
• Provides support to proper supply and assets management, focusing on achievement of the following result:
• Coordination of assets management and, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• 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.
• 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.
Work implies frequent interaction with the following:
• The Executive Assistants of the Representatives of the UNCT, Development Partners and Diplomatic Missions.
• Focal points in Government institutions (ministries, departments).
• Staff within the Executive Office or work unit and clients in Department.
• Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff.
The successful management and smooth functioning of the front-office of the RC and RC Office (RCO) in such a way that it serves both the RC, UNCT and key stakeholders of the UN.
Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit.
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.
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.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent is required. University Degree or equivalent would be desirable. Must have passed the United Nations Global General Services Test (GGST) at Headquarters or an equivalent locally administered test at Offices Away.Work Experience
A minimum of seven years of 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems is desired.
Several years of experience in administrative services, finance, accounting, audit, human resources or related area is desired.
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.Special Notice
This post is financed by extra budgetary resources. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Previous experience working with the United Nations is an advantage.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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.