Administrative Assistant, Multiple Duty Stations
Closing Date: Monday, 17 February 2014
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DEADLINE FOR APPLICATIONS:
17 Feb 2014
DATE OF ISSUANCE:
31 Jan 2014
ORGANIZATIONAL UNIT:
Field Missions Administered by DPKO
DUTY STATION:
Multiple D/S
VACANCY ANNOUNCEMENT NUMBER:
14-ADM-PMSS-426127-R-MULTIPLE D/S
All applicants will be notified in writing as to the status of their application (successful or unsuccessful) at the end of therecruitment/rostering/selection process (see ST/AI/2010/3 on Staff Selection System). The process for rostering based onGeneric Job Openings usually takes from 4 to 6 months from the date the vacancy is posted. Placement on the roster does notguarantee selection to field mission.
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
This Generic Job Opening has been advertised to attract applications from qualified candidates, including serving staff in variousadministrative functions or administration related positions such as Board of Inquiry Assistant, Claims Assistant, DocumentsAssistant, General Services Assistant, Language Assistant, Mail Assistant, Personal Assistant, Registry Assistant, Reports Assistant,Travel Assistant, Protocol Assistant, Welfare Assistant, etc.
Within delegated authority, the Administrative Assistant FS-4 will carryout the following duties: (These duties are generic, and may not be performed by all Administrative Assistants FS-4.)
Human Resources Management:
- Initiates, processes and follows-up on actions related to the administration of the unit's human resourceactivities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classificationreview, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures
- Maintains aroster of prospective candidates
- Participates in the selection of candidates for secretarial, clerical and field service related categorypositions
- Assists with the evaluation and screening of applications of such candidates
- prepare profiles of candidates, assists withpreliminary interviews, conducts roster searches for vacancies and identifies short-lists of candidates
- Responds to enquiries andprovides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditionsof service, duties and responsibilities, and entitlements under the Staff Rules and Regulations
- Assists with the maintenance of themission vacancy announcement files and keeps track of status of all current vacancy announcements
- Under guidance from thesupervisor, ensures that recommendations regarding changes in contractual status of staff comply with established procedure andpolicy
- Assists with the convening of rebuttal and recourse panels
- Assists with the preparation of documents for promotion, specialpost allowance, review of entry level and within grade allowance panels
- Reviews and processes personnel actions through themission Integrated Management Information System (IMIS)
- Maintains and monitors the mission staffing table and preparesrelevant statistical data and charts as required.
- Assists in the preparation and review of financial and humanresource proposals and consolidates the budget and work programme with respect to the field mission's budget, trust funds, grantsand procurement
- Consolidates data received from other sections regarding budget submissions
- Assists in preparation ofsupporting narrative and tables regarding the budget cost estimates, coordinates with other sections regarding any clarification oradditional input required for the formulation of the yearly budget
- Assists with the review of expenditures and compares with thefield mission approved budget
- under guidance with the supervisor, prepares adjustments as necessary
- Assists managers in theelaboration of resource requirements for budget submissions
- liaises with finance and budget staff on related issues during thepreparation of the budget report
- Assists in the preparation of budget performance submissions and in the finalization of budgetperformance reports
- Assist with the monitoring of the integrity of various financial databases to verify accuracy of input data,ensuring consistency of data recorded
- Assists with the review of requisitions for goods and services to ensure correct objects ofexpenditure have been charged and availability of funds.
- Drafts routine correspondence to respond toenquiries in respect to relevant administrative, financial audit and personnel matters
- Schedules meetings and appointments;Maintains files of administrative instructions and other rules and regulations
- Assists other administrative assistants
- Assists with thecoordination of service units and liaises frequently with internal team members both at the Headquarters and in the field
- Performsother related administrative duties, as required e.g., operational travel plan for unit/section
- Attendance and leave recording;
- Physical space allocation plans and the identification of office technology needs and maintenance of equipment, software andsystems, assists with the organization of seminars, conferences and translations
- Performs other duties as required.
Professionalism:
- Ability and experience across a broad range of administrative functions, e.g., budget/work program, humanresources, database management, and related functions
- Knowledge and application of the UN systems, staff rules and regulations;
- Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems
- High degree of commitment to ensure the proper use of the unit's financial resources
- Showspride in work and in achievements
- Demonstrates professional competence and mastery of subject matter
- Is conscientious andefficient in meeting commitments, observing deadlines and achieving results
- Is motivated by professional rather than personalconcerns
- 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.
- Develops clear goals that are consistent with agreed strategies
- Identifies priority activities andassignments
- Adjusts priorities as required
- Allocates appropriate amounts of time and resources for completing work
- Foreseesrisks and allows for contingencies when planning
- Monitors and adjusts plans and actions as necessary
- Uses time efficiently.
- Works collaboratively with colleagues to achieve organizational goals
- Solicits input by genuinely valuing others' ideasand expertise
- Is willing to learn from others
- Places team agenda before personal agenda
- Supports and acts in accordance withfinal group decision, even when such decisions may not entirely reflect own position
- Shares credit for team accomplishments andaccepts joint responsibility for team shortcomings.
- 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 bygaining their trust and respect
- Identifies clients' needs and matches them to appropriate solutions
- Monitors ongoing developmentsinside and outside the client's environment to keep informed and anticipate problems
- Keeps clients informed of progress ofsetbacks in projects
- Meets timeline for delivery of products or services to client.
EducationHigh school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, humanresources, business administration or personnel management is required. Work ExperienceAt least six (6) years of progressively responsible experience within the United Nations system or the private sector in the field offinance, accounting, human resources, audit, administrative services, or in other related fields is required. Experience in international operations in a post-conflict environment is desirable. LanguagesFrench and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required
- Knowledge of another UN official language is desirable. Other Skills 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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.
How to apply
All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.
Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to 'My UN' page and check the status of your application by clicking on 'View Application History', and resubmit the application, if necessary.
- To start the application process, applicants are required to register by opening a 'My UN' account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.
Please see the Frequently Asked Questions, if you encounter problems when applying.
Click the bar below to visit the original announcement on the recruiting organization's website.
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