Location: New York
Deadline: Wednesday, 28 August 2013
Description
Job Title: Administrative Assistant, G6
Department/ Office: Department of Public Information
Duty Station: NEW YORK
Posting Period: 29 July 2013-28 August 2013
Job Opening number: 13-ADM-DPI-29330-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in the Human Resources Management Unit of the Executive Office. The incumbent will report to the Chief of Unit and Deputy Executive Officer.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:- Oversees the maintenance of job opening and temporary job opening files and keeps track of status of job openings.
- Monitors staffing table and prepare relevant statistical data/charts.
- Monitors departments compliance with mandatory training and align with the HR scorecard by division
- Assists in processing requests for the Associate Expert Programme and Internship Programme.
- Assists in providing documentation and background materials on classification related matters.
- Circulates temporary job openings in the department .
- Maintains statistics of the DPI mobility programme
- Coordinates requests for Flexible Working Arrangements (FWA) together with DPI Focal Point.
- Undertakes other assignments, as required.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative and human resource functions, database management, etc. Ability to apply knowledge of various United Nations administrative 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.
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.
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
Seven years of progressive experience in administrative services, human resources or related area. Experience in using Inspira and IMIS personnel module is required. Experience in creating tables and charts in Excel and creating flowcharts and representing Workflows in Visio and knowledge in ERP systems are desirable. Experience with the organisation's flexible working arrangements, associate expert program, internship program are desirable.Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.
Languages
Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment Method
A written assessment exercise may be administered which will be followed by a competency based interview.
Special Notice
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
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 to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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