ADMINISTRATIVE ASSISTANT

  • Added Date: Wednesday, 29 July 2020
  • Deadline Date: Tuesday, 11 August 2020

Org. Setting and Reporting

This position is located in the United Nations Assistance Mission for Iraq (UNAMI), Baghdad. The Administrative Assistant reports to the Chief of the Human Rights Office or his/her nominee.

Responsibilities

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

General Administration
โ€ข Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
โ€ข Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
โ€ข Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
โ€ข Performs other related administrative duties, as required (e.g., operational travel program, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations) Human Resources.
โ€ข In coordination with Kuwait Joint Support Office (KJSO) serves as the administrative focal point 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. Liaises with KJSO/ executive services as required.
โ€ข Oversees the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
โ€ข Coordinates the preparation of tests, selection panels of the Human Rights Office, plus the processing of the various yearly staff personal evaluation reports and forms.
โ€ข In consultation with Human Resources advises staff on relevant rules and regulations; coordinates the induction and orientation of new staff members in the mission.
โ€ข Assists with social media monitoring and development of social media content as assigned.
โ€ข Creates and manages social media lists and develops and maintains social media education and training guidelines.

Budget and Finance
โ€ข Provides assistance and coordination in the preparation and development of the unit's work programme and budget.
โ€ข Assists in monitoring budget/work programme with respect to the unit's various budgets on a regular basis, suggests reallocations of resources and implements the reallocations as necessary.
โ€ข Collects data from relevant sources and prepares reports.
โ€ข Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged.
โ€ข Assists managers in the elaboration of resource requirements for budget submissions.
โ€ข Assists in finalisation of budget performance reports.

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.

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 is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience

At least eight (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 is required.
Experience in managing social media content is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an 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

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term โ€œsexual exploitationโ€ means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term โ€œsexual abuseโ€ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term โ€œsexual harassmentโ€ means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetratorโ€™s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on โ€œManualsโ€ hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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 APPLICANTSโ€™ BANK ACCOUNTS.

This vacancy is archived.

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