Job: SENIOR STAFF ASSISTANT, FS5

Department/ Office: United Nations Stabilization Mission in Haiti

Duty Station: PORT-AU-PRINCE

Posting Period: 8 October 2013-23 October 2013

Job Opening number: 13-ADM-MINUSTAH-30803-F-PORT-AU-PRINCE (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Office of the Deputy Special Representative of the Secretary-General, Resident Coordinator and Humanitarian Coordinator (DSRSG/RC/HC). The Senior Staff Assistant reports to the DSRSG/RC/HC.

Responsibilities

• Support to the DSRSG/RC/HC
• Manage requests for information and follow-up on anything requiring the action of the DSRSG/RC/HC.
• Prepare materials/folder for official business trips and meetings.
• Maintain the DSRSG/RC/HC's daily schedule .
• Coordinate the secretarial service of the front office.
• Maintain policy confidential (code cables) and general management files.

Human Resources

• Liaise with central administration/ executive services on actions with respect to transactions related to the administration of the office's human resource activities, e.g., recruitment, placement, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• coordinate the induction and orientation of new staff members in the mission.

Budget and Finance

• Assist managers in the elaboration of resource requirements for budget submissions.
• Assist in finalisation of budget performance reports, analysing variances between approved budgets and the actual expenditures.

General Administration

• Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
• Serve as focal point for mail-logging and filing system for the front immediate front office.
• Coordinate extensively with MINUSTAH sections and liaise frequently with internal team members both at Headquarters and within MINUSTAH.
• Perform other related administrative duties, as required.

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.

Planning & Organising

• Develops clear goals that are consistent with agreed strategies;
• identifies priority activities and assignments; adjusts priorities as required;
• allocates appropriate amounts 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.

Communication

• Speaks and writes clearly and effectively;
• listens to others, correctly interprets messages from others and responds appropriately;
• asks questions to clarify, and exhibits interest in having two-way communication;
• tailors language, tone, style and format to match audience;
• demonstrates openness in sharing information and keeping people informed.

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 client's environment to keep informed and anticipate problems;
• keeps clients informed of progress of setbacks in projects;
• meets timeline for delivery of products or services to client.

Education

High school or equivalent diploma is required. Technical training in specialized secretarial and/or management/executive assistance training is highly desirable.

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.
• At least one year of experience working in the office of a senior public official and/or as Personal Assistant to a senior public official is required.
• Experience working in a UN Special Political Mission, UN Peacekeeping Operation, or other UN field operation is desired.

Languages

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