ADMINISTRATIVE ASSISTANT

  • Added Date: Thursday, 30 July 2020
  • Deadline Date: Friday, 28 August 2020

Org. Setting and Reporting

This position is located in the United Nations Peacekeeping Force in Cyprus (UNFICYP) in Nicosia. The incumbent will report to the Chief of Field Technology Section (FTS) or his/her designate.

Responsibilities

Human Resources Management
•Monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., , performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
•Enters, maintains and verifies and monitors time and attendance, performance appraisal, etc. 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.
•Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.

Budget and Finance
•Monitors status of expenditures and allotments, records payments , updates budget tables, updates demand acquisition planning system.
•Consolidates data received and provides support to higher-level staff with respect to budget reviews.
•Reviews status of relevant expenditures and compares with approved budget.
•Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; proceeds with payment. Assists in the preparation of budget performance submissions.
Prepares statistical tables and standard financial reports
General Administration
•Prepares, processes and follows-up on administrative arrangements and forms related to the official petrol consumption of the unit Manages budget and monitors smooth running of the Mail Room and Registry. Monitors purchase and payments of local publications. Manages publication of announcements in local newspapers including related payments.
•Drafts routine correspondence, including section broadcasts, minute takings Drafting of Scope of Works and Scope Of Requirements. Member of Technical Evaluation Exercise. Monitoring of Petty Cash transactions.
•Maintains files of local contracts, section SOPs, rules regulations, administrative instructions and other related documentation.
•Maintains up-to-date work unit files (both paper and electronic). Focal point for Vital Records. Replaces mission Archivist when required.
•Coordinates extensively with different departments ,service units and liaises frequently with internal team members in the mission.
•Performs other related administrative duties, as required, e.g., telephone billing Check IN and Check OUT process of civilian and military staff, transfer handsets, process monthly billing, payment of service providers, update the database of assets and services, update the official telephone directory). monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification and requisition of office stationery needs and maintenance of equipment,; organizing and coordinating administrative arrangements for seminars, conferences and translations. Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. Prepares evaluation reports and performs close out process. Processing requests for Earmark fund and Shopping carts (SC) for goods and services.
•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•Processes the payment of contractors' invoices and monitor payments.
•Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources 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.

Planning and 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.

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 clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

At least 5 years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in the use of ERP tools or equivalent is desirable.
Experience in international organizations is desirable.
Experience in budget preparation and contract management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Applicants in the General Service category shall meet the relevant employment requirements of the host country (Republic of Cyprus), including fulfilling visa or work permit stipulations.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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 “sexual exploitation” 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 “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” 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 perpetrator’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 “Manuals” 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 APPLICANTS’ BANK ACCOUNTS.

This vacancy is archived.

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