Job: Administrative Assistant

Location: Baghdad, Iraq
Deadline: Sunday, 15 September 2013 

Description

Job Title: ADMINISTRATIVE ASSISTANT, FS5

Department/ Office: United Nations Assistance Mission for Iraq

Duty Station: BAGHDAD

Posting Period: 31 August 2013-15 September 2013

Job Opening number: 13-ADM-UNAMI-30547-F-BAGHDAD (M) United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the United Nations Assistance Mission for Iraq (UNAMI), Baghdad. The Administrative Assistant reports to the Chief of Section, Political Affairs.'

Responsibilities

Within delegated authority, the Administrative Assistant FS-5 will carry out the following duties:

General Administration

• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission.
• Performs other related administrative duties, as required (e.g., operational travel program, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations)

Human Resources

• In coordination with KJSO serves as the administrative focal point with respect to transactions related to the administration of the unit's human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with KJSO/ executive services as required.
• Oversees the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
• Coordinates the preparation of tests, selection panels of the Office of Political Affairs, plus the processing of the various yearly staff personal evaluation reports and forms.
• In consultation with Human Resources advises staff on relevant rules and regulations; coordinates the induction and orientation of new staff members in the mission.

Budget and Finance

• Provides assistance and coordination in the preparation and development of the unit's work programme and budget.
• Assists in monitoring budget/work programme with respect to the unit's various budgets on a regular basis, suggests reallocations of resources and implements the reallocations as necessary.
• Collects data from relevant sources and prepares reports.
• Provides assistance in the review and preparation of the medium-term plan and its revisions.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in finalisation of budget performance reports.

Competencies

Professionalism:

• Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application of financial, and staff regulations and rules.
• The skills and ability to analyze and interpret financial data.
• Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems.
• Familiarity with all of the unit's business operations and objectives.
• High degree of commitment to ensure the proper use of the unit's financial resources.
• 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 area 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 & 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. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.

Work Experience

At least 8 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which 3 years should have been at a supervisory level.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.

Assessment Method

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

Special Notice

This 'Recruit from Roster' job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

More Info and Application