ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located in the United Nations Stabilization Mission in the Democratic Republic of Congo – Goma in the Office of Chief Supply Chain Management Services. The Administrative Assistant at this level will effectively and efficiently manage all administrative matters related to the office including human resources management, budget and finance management. In addition to providing general administrative support to the Office staff. The Administrative Assistant will report to the Chief, Supply Chain Management Services. ResponsibilitiesHuman Resources Management • Coordinates actions with respect to transactions related to the administration of the section' s/office'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 the relevant administrative and human resources offices as required. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. • Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases. • Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office. • Provides advice and answers queries on classification procedures and processes. • Provides information and advices to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations. • Monitors section's/office's staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff. Budget and Finance • Provides expert assistance and coordination in the preparation and development of the section's/office's work plan and budget. • Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary. • Collects data from relevant databases and prepare customized financial reports when required. • Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects: • Assists managers in the elaboration of resource requirements for budget submissions. • Monitors budget implementation/expenditures and recommend reallocation of funds as necessary. • Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis. • Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Assists in the preparation of the year end budget performance report submissions. • Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures General Administration • Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility. • Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate. • Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission. • Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations) CompetenciesProfessionalism 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 staff regulations and rules. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Extensive experience and familiarity with administrative support to Front Office of senior UN officials; High degree of commitment to ensure the proper use of the SCM allocated resources and assets. 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 areas of work. 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. 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. Team Work 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. EducationHigh school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable. Job - Specific QualificationNot available. Work ExperienceAt least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields, of which three (3) years should have been at the supervisory level is required. Experience and familiarity with administrative support to senior officials including experience in the workflow of a Front Office and coordination with internal and external counterparts is required. Experience in and thorough knowledge of administrative functions in budget/ work programme, human resources or data management is required. Knowledge and experience in using commercial or public sectors enterprise resource planning/ ERP or operations management technologies and/or any equivalent application is desirable. Experience in international operations in a post-conflict environment is desirable. Experience in managing processes maintain accurate records interpret and analyse a wide variety of data and trouble-shooting is required LanguagesEnglish and French are the working languages of the United Nations Secretariat Fluency in English (both oral and written) is required; knowledge of French is desirable. AssessmentPreviously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment. Special NoticeThis \"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. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.