Administrative Assistant

Job title:

Administrative Assistant

Company

United Nations

Job description

This position is located in in the Office of the Under-Secretary-General (USG), Office of the Special Coordinator on Improving the United Nations Response to sexual exploitation and abuse (OSCSEA) in the United Nations Headquarters in New York. This Office supports the ongoing efforts of the Secretary-General and the leadership of United Nations offices, departments, funds and programmes, along with other Implementing Partners, to strengthen the UN’s response to sexual exploitation and abuse in peacekeeping, humanitarian, development and human rights sectors. The incumbent reports directly to the Special Coordinator (USG) through the Senior Political Affairs Officer. For further information on OSCSEA, please visit Preventing Sexual Exploitation and Abuse (un.org).ResponsibilitiesHuman 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 appraisals, 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 on issues such as administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations; • Assists in the maintenance of the staffing table and keeps track of job openings; • Reviews and processes personnel actions through Umoja; • 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 the office’s budget, trust funds, grants and procurement; • Assists managers in the preparation of resource requirements for budget submissions; • Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures; • Prepares or customizes financial reports from Umoja system generated reports; • Co-ordinates with OSC colleagues responsible for office budget and relevant finance/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 and personnel matters; • 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 needed (e.g., travel; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; • Identification of office technology needs; maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations); • May be responsible for guiding, training, and supervising the work of more junior General Service staff. Contract Administration • 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 monitors payments; • Prepares forms and requests permissions for staff in the office, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. • Performs other duties as necessaryCompetencies

• 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. • 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 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.

EducationHigh school diploma or equivalent.Job – Specific QualificationNot available.Work ExperienceA minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or a related field is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience supporting a high-ranking, senior official, is desirable. Experience providing support in the area of calendar management is desirable. Experience providing support in planning and arranging travel for field visits to operational settings is desirable.LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.AssessmentEvaluation of qualified candidates may include an assessment exercise and followed by a competency-based interview.Special NoticeAt 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. Appointment or assignment against this position is for an initial period of one year. 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.United Nations ConsiderationsAccording 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 FeeTHE 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.

Expected salary

Location

New York City, NY

Job date

Wed, 02 Oct 2024 01:41:51 GMT

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