Administrative Assistant, Mogadishu, Somalia

Administrative Assistant, Mogadishu, Somalia

Closing Date: Thursday, 20 February 2014

More vacancies from:

Country

Somalia

City

Mogadishu, Somalia

Job Title
ADMINISTRATIVE ASSISTANT, FS5
Department/ Office
United Nations Assistance Mission in Somalia
Duty Station
MOGADISCIO
Posting Period
5 February 2014-20 February 2014
Job Opening number
14-ADM-UNSOM-32904-F-MOGADISHU (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in the field mission of the United Nations Assistance Mission in Somalia(UNSOM), the administrative assistant will report to the Chief of Staff, in Mogadishu.
Responsibilities
Human Resources Management

• Coordinate actions 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. Liaise with central administration/ executive services as required.
• Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
• Coordinate the preparation of language tests, convening of rebuttal panels, organization of a range of promotion and review panels, plus the processing of the various yearly staff personal evaluation reports and forms.
• Review and process personnel actions through the mission Integrated Management Information System (IMIS).
• Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission.
• Provide advice and answer queries on classification procedures and processes.
• Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations.
• Monitor IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance

• Provide expert assistance and coordination in the preparation and development of the unit's work programme and budget.
• Assist in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary.
• Collect data from relevant databases and prepare customized financial reports.
• Provide assistance in the review and preparation of the medium-term plan and its revisions.
• Review, analyse and assist in the finalisation of the cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects: ensure compliance with the medium-term plan and other legislative mandates.
• Assist managers in the elaboration of resource requirements for budget submissions.
• Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
• Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the Mercury system are updated on a regular basis.
• Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assist in the preparation of the year end budget performance report 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.
• Provide assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
• Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission.
• Perform other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations)

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.
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.
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
Fluency in English (both oral and written) is required;
Assessment Method
Evaluation of qualified candidates may include an informal assessment.
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.

Click the bar below to visit the original announcement on the recruiting organization's website. 

More information and Application Details