Administrative Assistant, New York

Administrative Assistant, New York

Closing date: Thursday, 20 March 2014

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Organization

DGACM - Department for General Assembly and Conference Management

Country

United States

City

New York, USA

Office

DGACM New York

Grade

G-5

Job Title
Administrative Assistant, G5
Department/ Office
Department for General Assembly and Conference Management
Duty Station
NEW YORK
Posting Period
18 February 2014-20 March 2014
Job Opening number
14-ADM-DGACM-33353-R-NEW YORK (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The position is located in the Front Office, Office of the Director, Documentation Division, Department for General Assembly and Conference Management, New York. The Administrative Assistant will report to the Director or to a designated official.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

• Enters, maintains and certifies administrative data and records for time and attendance in electronic information systems.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Reviews requisitions for goods and services.
• Assists in the preparation of various reports and preparing statistical tables.
• Prepares, processes and follows-up on administrative arrangements.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates with service units and liaises frequently with internal team members throughout the Department.
• Acts as liaison for physical space planning matters and maintenance of office equipment.
• Evaluates the functional needs of departments in terms of space and equipment.
• Audits the existing and the proposed work place assigned to the Department and monitors the efficient utilization of office space.
• Prepares for approval, presentation of proposals for space distribution within the Department.
• Coordinates office moves: sets up moving schedules, issues moving work-orders, informs security, transportation and elevator services of these moves.
• Prepares and issues work orders for moves thin the department and liaise with the respective facilities management services in the Secretariat.
• Receives complaints from staff on building related matters and ensures timely resolution in coordination with concerned offices.
• Performs other related administrative duties, as required.

Competencies
Professionalism:

• Ability to perform a broad range of administrative functions.
• Ability to apply knowledge of various United Nations administrative rules and regulations in work situations.
• 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.
• Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.

Planning& Organizing:

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

Education

• High school diploma or equivalent.

Work Experience

• A minimum of five years of experience in administrative services, general administration or related area.
• Experience in publishing, printing, conference or documentation services is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For this post, fluency in written and oral English is required.
• Knowledge of other United Nations official languages desirable.

Assessment Method

• The evaluation of qualified applicants may include an assessment exercise which may be followed by a competency-based interview.

Special Notice
This position is for local recruitment.
Passing the Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters.
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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