Department/ Office
United Nations Mission in Liberia
Duty Station
MONROVIA
Posting Period
24 October 2013-8 November 2013
Job Opening number
13-ADM-UNMIL-31453-F-MONROVIA (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in United Nations Mission in Liberia (UNMIL), with duty station in Monrovia. The Administrative Assistant will report to the Deputy Special Representative of the Secretary General for Consolidation of Democratic Governance (DSRSG/CDG).
Responsibilities
Within delegated authority, the Administrative Assistant FS-5 will carry out the following duties:
Provision of administrative support including to visitor requests, preparation of meeting venues, creating and overseeing a calendar of events including scheduling of meetings; Liaise with all relevant parties within the Mission, UN offices, as well as government counterparts, officials and members of civil society as requested; Coordinate extensively with service units and liaise frequently with internal team members; Ensure availability of office equipment and supplies for all staff in the Front-Office, including CITS requests and maintenance requirements;
Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters; schedule meetings and appointments; Control, update and maintain the unit's filing system, (electronic and paper), maintain files and databases of correspondence and administrative documents; Assist in the management of information by screening and responding to request for information, and through overall data management;
Partake in meetings and drafts minutes, follow-up on administrative issues; Assist in the preparation of reports and briefing papers on issues related to the objectives of the O/DSRSG;
Coordinate the provision of and assume guidance, training and daily supervision of other staff in the area of responsibility; Identify, address and resolve diverse administrative and personnel issues and problems as they arise, determining the appropriate actions;
Oversee and maintain up-to-date contact address lists of Government entities, UN Agencies, NGOs and international representations/donors; screen and prioritize all incoming correspondence and submit issues requiring urgent attention;
Organize and coordinate workshops, seminars, conferences and training events; manage the agenda, organize travel program and meeting calendar for the DSRSG; Within the organisational setting of the front-office, coordinate the preparation of vacation planning, meeting schedule, and support service functions;
Maintain up-to-date work unit files (both paper and electronic); Prepare, process and follow-up on administrative arrangements and forms related to official travel, including MOPs, and special flight requests;
Coordinate actions (initiating, reviews and follow-up) with respect to the administration of the Office's human resource activities, e.g., time and attendance, generate, consolidate and submit various monthly attendance and leave reports; provide administrative assistance to the complete process of recruitment of staff, yearly staff personal evaluation reports and forms etc. ensuring consistency in the application of UN rules and procedures under guidance of the Human Resource Management Section; Liaise with central administration/ executive services as required;
Respond to enquiries and provides information and advice to staff regarding administrative procedures, processes and practices, duties and responsibilities;
Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Support the completion of vacancy announcements under 'Inspira';
Monitor staffing table and prepares relevant statistical data/charts;
Provide expert assistance and coordination in the preparation and development of the Pillar's work programme and budget, including periodic revisions. Assists in monitoring work programme, managing and populating the database of performance benchmarks and results monitoring database;
Assist programme managers in the elaboration of resource requirements for budget submissions; Collect data from relevant databases and prepare customized reports, reflecting progress in performance against indicators and output; Monitor expenditure and compare such with approved budgets; prepare adjustments as necessary;
Assist in the preparation of the year end Results Based budget performance report submissions;
Perform other related 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 analyse 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.
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 on-going 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 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. Knowledge of another UN language is advantage.
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.
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