ADMINISTRATIVE ASSISTANT

  • Added Date: Monday, 03 August 2020
  • Deadline Date: Sunday, 16 August 2020

Org. Setting and Reporting

This position is located within the Office of Special Representative of the Secretary-General (SRSG) in the United Nations Multidimensional Integrated Stabilization Mission in Mali. Bamako is classified as a Hardship "D" duty station and a non-family duty station. The incumbent will be under the overall supervision of the Senior Special Assistant to the SRSG.

Responsibilities

Within delegated authority, the Administrative Assistant FS-4 may be responsible for the following duties:

General Administration:
Provides general office support services to help ensure the smooth functioning of the Front Office of the Office of SRSG; Drafts routine correspondence and responds to inquiries in respect to relevant administrative and personnel matters; schedules meetings and appointments; maintains files of administrative instructions and other relevant subjects; Coordinates extensively with Mission components and liaises frequently with internal team members; Performs other related administrative duties, as required, e.g., operational travel plan for the Pillar; attendance and leave recording; process and monitor the submission of claims; office supply and equipment maintenance, waivers and MOPs; assists with the organization and coordination of meetings etc.; Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate Front Office; Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up actions as required; Maintains files (both paper and electronic) and databases for the Front Office; Performs basic data entry and management functions; Uses standard word processing packages to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards; helps the SRSGโ€™s Senior Staff Assistant coordinate work on the running of the Front Office , whom the FS-4 backs up to ensure continuous support to the SRSG and the Office. The Administrative Assistant will support the Special Assistants.

Human Resources Management:
Supports, process and follow-up on actions related to the administration of the Unit's human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc.; Liaises and follows-up with the Human Resources Section on issues related to administration of benefits and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations; Maintains and monitors the Unit's staffing table and prepares relevant statistical data and charts as required.

Budget and Finance:
Assists in the preparation of budget performance submissions and in the finalization of budget performance reports. Work implies frequent interaction with all Mission Pillars Mission Support staff, Front Offices, and Human Resources.

Competencies

Professionalism:
Ability to provide seasoned effective specialized advice in a broad range of human resources, financial, logistical, and administrative areas to SRSG, and to staff of the Front Office; ability to ensure adequate preparation of reports or rationale with respect to key logistic and administrative decisions; strong negotiation and conflict-resolution skills. Shows pride in work and 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 areas of work.

Communication:
Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.

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.

Education

High school or equivalent diploma is required.

Work Experience

At least 6 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative, budget, finance, logistical services, or in other related fields is required.
Experience handling confidential documents and data is required.
Experience in events organization and management is desirable.
Experience drafting and reviewing project documents, translating documents from English to French is desirable.
Relevant experience in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programs) or similar international organization or non-governmental organization is desirable
Experience using Enterprise Resource Planning (ERP) tools is desirable (e.g Umoja).
Relevant experience providing administrative, financial and budgetary, logistical support, staff training, programs/projects support, and supporting the Front Office and assisting UN Senior Officials is desirable.

Languages

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