Job: ADMINISTRATIVE ASSISTANT, FS5

Department/ Office

United Nations Mission in Liberia

Duty Station

MONROVIA

Posting Period

11 November 2013-26 November 2013

Job Opening number

13-ADM-UNMIL-31556-F-MONROVIA (M)

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

Organizational Setting and Reporting

This position is located in the Office of the Chief Integrated Support Services (CISS) at the Integrated Support Services (ISS) at UNMIL Logistical Base. The incumbent works under the direct supervision of the CISS.

Responsibilities

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

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters under ISS. Maintains files of rules, regulations, administrative instructions and other related documentation. Maintains and controls up-to-date work unit files (both paper and electronic);
• Partake in meetings and draft minutes, and follows up on necessary actions.
• Coordinates and liaises extensively with service units and internal team players. eg. operational sector travel plans, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates meetings and conferences.
• Coordinates actions (initiating, reviews and follow-up) with respect to the administration of ISS' human resource activities e.g., recruitment, relocation, performance appraisal, training etc. ensuring consistency in the application of UN rules and procedures under the guidance of the HR Section;
• Prepares, processes, and follows-up on administrative arrangements and forms related to the official travel of staff.
• Oversees the maintenance of vacancy announcement files of ISS and keeps track of status of vacancy announcements. Supports and assists the completion of data entry for vacancy announcements under INSPIRA and follows up necessary actions with HR Section.
• Maintains administrative data and records within the Section for time and attendance, staffing tables, performance appraisal, etc. In coordination with the corresponding Sections within the Mission, provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Assists CISS with budget preparation, implementation and expenditures in compliance with IPSAS and UMOJA requirements. Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
• Perform other related administrative duties, as required

Competencies

Professionalism

• Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/finance, human resources, etc) in relation to UMOJA, IPSAS, and INSPIRA.
• 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.

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 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.
• Knowledge of UMOJA, IPSAS and INSPIRA is highly desirable.

Languages

• Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required;
• knowledge of the other is desirable.
• Knowledge of another UN official language is an 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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