Administrative Assistant, FS-5
||17 Feb 2014
|DATE OF ISSUANCE:
||31 Jan 2014
||Field Missions Administered by DPKO
|All applicants will be notified in writing as to the status of their application (successful or unsuccessful) at the end of the
recruitment/rostering/selection process (see ST/AI/2010/3 on Staff Selection System). The process for rostering based on
Generic Job Openings usually takes from 4 to 6 months from the date the vacancy is posted. Placement on the roster does not
guarantee selection to field mission.
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This Generic Job Opening has been advertised to attract applications from qualified candidates, including serving staff in various
administrative functions or administration related positions such as Board of Inquiry Assistant, Claims Assistant, General Services
Assistant, Language Assistant, Mail Assistant, Personal Assistant, Registry Assistant, Travel Assistant, Protocol Assistant, and other
related fields. Within delegated authority, the Administrative Assistant FS5 will carry out the following duties (These duties are
generic, and may not be performed by all Administrative Assistants FS5): Human Resources Management:- Coordinates actions
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 central administration/executive services as required. Oversees the maintenance
of vacancy announcement files and keep track of status of vacancy announcements. Coordinates the preparation of language tests,
convening of rebuttal panels, organization of a range of promotion and review panels, plus the processing of the various yearly staff
personal evaluation reports and forms. Reviews and processes personnel actions through the mission Integrated Management
Information System (IMIS). Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and
orientation of new staff members in the mission. Provides advice and answers queries on classification procedures and processes.
Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, including
privileges and entitlements under the Staff Rules and Regulations. Monitors IMIS 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 unit's work programme and
budget. Assists in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a
regular basis, suggest reallocations of resources and implement the reallocations as necessary. Collects data from relevant
databases and prepares customized financial reports. Provides assistance in the review and preparation of the medium-term plan
and its revisions. Reviews, analyses and assists in the finalisation of the cost estimates and budget proposals, in terms of staff and
non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects: ensures
compliance with the medium-term plan and other legislative mandates. Assists managers in the elaboration of resource
requirements for budget submissions. Monitors budget implementation/expenditures and recommends 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 Mercury system are updated on a regular basis. Monitors extrabudgetary
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 finalisation of
budget performance reports, analysing 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 liaise frequently with internal team members both at Headquarters and in the field mission. Guides, trains and supervise
more junior level staff. 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
• 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,
interprets/analyses a wide variety of data, and identifies/resolves 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. •
Planning and Organising:- Develops clear goals that are consistent with agreed strategies; Identifies priority activities and
assignments; Adjusts priorities as required; Allocates appropriate amounts 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. •
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. • 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.
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human
resources, business administration or personnel management is required.
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 three (3) years should have
been at a supervisory level is required. Experience in international operations in a post-conflict environment is desirable.
French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; Knowledge of another UN official language is desirable.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8).
English and French are the two working languages of the United Nations Secretariat.
The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
to Apply to Field Mission vacancies:
The electronic system will guide you through the process of applying for
vacancies in United Nations Peace Operations. If you are interested in an
overview of the process, or want to revisit certain key functionality, please
All applicants are strongly encouraged to apply on line.
Online applications will be immediately acknowledged when an email address has
been provided. If you do not receive an e-acknowledgement with 24 hours of
submission, your application may not have been received. In such cases, please
go to "my UN" page and
check the status of your application by clicking on "view application history",
and resubmit the application, if necessary. Should you have any technical
difficulties, please contact firstname.lastname@example.org.
When you receive an automatic notification, there is no need to submit another
application on-line or by other means for the same vacancy.
In order to apply to a vacancy, you need to be registered in Galaxy and to have
completed a Personal History Profile (PHP).
To start the online registration process, CLICK
Go to Log-in, and Register as a User. Fill in the form and choose a User Name
Once you are registered on-line, complete and save your Personal History
In completing the PHP, please note that all fields marked with an asterisk must
be completed. Additionally, you are encouraged to fill in all relevant
information required for a proper review of your profile.
You may apply for all vacancies using the saved PHP. This PHP may be up-dated
Your application will be screened and evaluated against the requirements set out
in the vacancy announcement. In the event that you successfully complete the
preliminary screening process, you will be contacted to further discuss your
interest in working with UN peace operations. The next step would be
consideration and interview for specific positions.
Because of the high volume of applications received, the screening process can
take several months, so please do not become discouraged. Please know that your
application to a generic vacancy announcement for a specific occupational group
and your expression of interest in serving in specific locations or missions
will enable you to be considered for all positions for which you are qualified.
Your application to a generic vacancy announcement will remain valid for one
year. You need not reapply within that period.
Should you not be able to submit your application on-line, please fax your PHP
to the following number with a clear indication of the vacancy number to which
you are applying: +1-212-963-2800.
UN staff members do not need to submit a Performance Appraisal System (PAS)
reports at the time of application. The PAS will be requested from the staff
member in case it is required.
Please see the Frequently Asked Questions, if you encounter problems when