Org. Setting and Reporting

This position is located within the Chief of Mission Support (CMS) in the United Nations for a Referendum in Western Sahara (MINURSO). The position is based in Laayoune, Western Sahara. The incumbent reports to the Administrative Officer, Office of the Chief of Mission Support.

Responsibilities

Within delegated authority, the Administrative Assistant will carry out the following duties: General Administration: • Provide executive administrative support to the Chief of Mission Support as well as members within the Office of the Chief of Mission Support. • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters; schedule meetings and appointments; maintains files of administrative instructions and other rules and regulations; arrange missions in support of the Chief of Mission Support. • Coordinates extensively with service sections/units and liaises frequently with internal team members. • Perform other related administrative duties, as required (e.g., operational travel programme. • Attendance and leave recording, process and monitor the submission of claims; office supplies and equipment maintenance; physical space allocation plans, identification of office technology needs, software and systems; assist with the organization and coordination of seminars/conferences. • Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. • Review, record, route and/or process mail or other documents; gather pertinent background material, track and monitor follow-up actions as required. • Maintain files (bother paper and electronic) and databases for the office. Perform basic data entry and management functions. Monitor Time and Attendance • Use standard word processing package to produce a variety of routine correspondence, reports, tables, charges, graphs, etc., in accordance with institutional standards. • May act as alternate secretary for LCC, LPSB and other committees. Budget and Finance: • Assist in the preparation and review of financial and human resource proposals/requirements for Office of the CMS. • Assist in monitoring expenditures and payment to vendors and compares with approved budget; prepares adjustments as necessary. • Assist the supervisor when required in the elaboration of resource requirements for budget submissions. • Assist in OCMS budget for training and official travel. Assists with the preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures • Coordinate with the Finance and Budget Section in the preparation CMS documents on budget, performance report and BoA for ACABQ hearing. Perform other duties as required.

Competencies

• Professionalism: 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. • 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. • 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Good computer skills with extensive experience in word processing, spreadsheets, and other software application is required. Demonstrated excellent interpersonal, communications, organizational and service-oriented skills is required.

Work Experience

At least six (6) years of progressively responsible experience in the field of finance, accounting, human resources, audit, administrative services, computer science or other related fields is required. Previous work in front office is required. Strong drafting skills in English is required Strong drafting skills in French is desirable. Experience within the United Nations Common System or other comparable international organizations is desirable. Experience with data analytics is desirable.

Languages

English 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.

Assessment

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

Special Notice

• This position is temporarily available for six months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.