ADMINISTRATIVE ASSISTANT (EXECUTIVE ASSOCIATE)

  • Added Date: Monday, 24 January 2022
  • Deadline Date: Monday, 07 February 2022
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Org. Setting and Reporting

This position is located in the Office of the United Nations Resident Coordinator in Tirana, Albania. The Executive Associate at this level usually reports to the Head of Office and works closely with the UN Resident Coordinator (RC).

Responsibilities

Within delegated authority, the Executive Associate will be responsible for the following duties:

Effective and efficient functioning of the Office of the Resident Coordinator
•Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
•Maintenance of rosters of high-level partners, Government counterparts, donors, UN agencies, local institutions and others, including the electronic mailing lists.
•Maintenance of contact list and protocol procedures with Government, diplomatic community, and other visitors.
•Receiving and accommodating high ranking officials.
•Compilation of high-quality briefing materials for supervisor for appointments, meetings, missions.
•Preparation of informal translations.
•Preparation of correspondence, directives, comments on behalf of RC for their signature and making follow-up when required.
•Management of RC missions and schedule in country and abroad. Organization of events/travels (booking of flights, request of security clearance, arrangements at airport, etc.) as required.
•Coordination of preparation of briefing materials for RC’s meetings and missions, in consultation with other RCO staff.
Preparation of correspondence on behalf of RC for his/her signature and making follow-up when required.
•Use of automated office management systems for effective functioning of the RC Office.
Effective communications support to the RC Office and UNCT:
•Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
•Coordination of the information flow in the office, UN agencies and others as instructed, and dissemination of
corporate and interoffice communications to staff as required.
•Facilitation of information sharing between UNCT and the UN Coordination Office.
•Effective support to the general coordination and operations activities of the RCO and UNCT OMT.
•In close cooperation with UNDP operations attend to common premises/cost recovery related activities pertaining to the UNRCO.
•Support coordination activities relevant for UNCT workplan.
•Use on-line platforms (including UNDP Intranet, Iris UNRCS portal, UMOJA).
•Support the preparation of the UNRCO planning, programming and reporting tools.
•Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
•Screening of all incoming calls and correspondence.
•Exercise quality-control functions for documents, especially the ones requiring RC’s signature, formatting, proofreading and editing the related texts to adhere to internal formats, grammar, punctuation, protocols and style.
•Coordinates travel planning and logistical support arrangements for official missions of RC.
•Communicate and follow-up with RC’s driver in timely manner the daily transportation / travel arrangements for RC and RCO staff.
•Support planning and organization of events as required.
•Daily cooperation and coordination with personal assistants of the UNCT Heads of Agencies

General Administration
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
•May be responsible for guiding, training, and supervising the work of more junior General Service staff.
•Ensures facilitation of knowledge building and management focusing on achievement of sound contributions to knowledge networks and communities of practice; organization of specialized trainings for secretaries and to UN staff on coordination, administration and protocol issues.

Work implies frequent interaction with the following:
Staff within the Executive Office or work unit and clients in Department.
Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff. Consulting firms.

Results Expected:
Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit.

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.

•Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

•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.

Work Experience

Seven years of progressive experience in administrative services, programme at national or international level is required

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Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in web-based management systems is desirable.

Languages

English is a working language of the United Nations Secretariat; Albanian is a working language of Albania. For the position advertised, fluency in English is required. knowledge of Albanian is desirable

"Fluency equals a rating of "Fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "Confident" in two of the four areas.

Assessment

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

Special Notice

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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