Org. Setting and Reporting

This position is located in the secretariat of the UN System Chief Executives Board for Coordination (CEB), the highest inter-agency body for coordination in the UN system. The CEB Secretariat supports the work of the CEB Secretariat and its High-level Committees on Management (HLCM) and on Programmes (HLCP). The Secretariat is co-located in Geneva and New York and is headed by a Director, who reports to the Secretary-General, who is the Chairman of CEB. Further information is available at https://www.unsceb.org.

Responsibilities

Under the overall authority of the Secretary of the High-level Committee on Management/Director of the CEB Secretariat in Geneva, and within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: Budget and Finance: - Assists in the preparation of the annual programme budget; provides expert assistance in the elaboration of resource requirements for budget submission. Prepares responses to questions arising from various intergovernmental bodies. - Contributes to the reporting to intergovernmental bodies on budget and programme performance. - Coordinates and consolidates inputs for the periodic monitoring and reporting of the CEB's results and deliverables. - Monitors budget implementation/expenditures and suggests and implements reallocation of resources as necessary; Analyses variances between approved budget and actual expenditures; Prepares allotments and redeployments of funds. - Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects for specific projects. - Administers and monitors extra-budgetary resources originating from mandates of High-level Committee on Management (HLCM) and its Networks, including preparation of cost plans, review of agreements with donors and implementing partners, ensuring compliance with regulations and rules and established policies and procedures. - Collects data from relevant databases and prepares customized financial reports. - Assists in the data collection, review and reporting of the UN system compensation costs. Supports the work of the CEB Secretariat on statistics, including the collection, validation and reporting of data from the UN system organizations. - Acts as Certifying Officer within delegated authority to ensure that proposed obligations and expenditures are in accordance with budgets and established regulations and rules. Human Resources: - Coordinates all actions related to the administration of the CEB Secretariat's human resources activities such as recruitment, extension, promotion, performance appraisal, separation, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with UNOG as required. - Participates in the selection of candidates for CEB Secretariat positions, including evaluating and screening candidate applications, administering tests, preparing interviews and reports, and conducting roster searches for vacancies and identifying short-list of candidates. - Drafts Job (re)classifications - Processes the recruitment of consultants and interns - Provides advice to staff, consultants and interns with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. - Monitors the CEB Secretariat staffing tables for a variety of human resources activities e.g., appointments, retirements, expiration of appointments, reassignments, transfer and movement of staff. General/Contract Administration: - Drafts or reviews agreement for any activity/service as needed - Initiates the procurement of goods and services based on office requirements, reviews vendor contracts and processes payments to vendors and individual contractors for services. - Oversees the general administration and smooth functioning of the office. Identifies needs in terms of office space, technology requirements and travel, and takes action as necessary - Provides support/advice to staff and affiliated personnel with regards to UN ground passes, Carte de Legitimation, training etc. - Coordinates extensively with UNOG and UNHQ service providers and liaises frequently with internal team members both in Geneva and New York. - Supports the coordination of inter-agency meetings on all logistical and technical aspects, when required.

Competencies

Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Ability to conduct independent research and analysis, identify issues, formulate options and make conclusions and recommendations. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. 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 and 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 is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of ten (10) years of experience across all administrative functions (Finance and Budget, Human Resources, Procurement and General administration) is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. At least two (2) years of experience within the UN common system is required. Experience in conducting data collection activities is required. Experience in using Enterprise Resource Planning (ERP) systems such as Umoja or similar system is desirable. Experience in providing administrative support for UN system entities, with delegated authority is desirable. Experience in HR management, including managing recruitment and selection processes is desirable. Experience in preparation of budget proposals for intergovernmental and expert bodies such as ACABQ and/or Fifth Committee is desirable.

Languages

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.