Administrative Assistant, FS-5

APPLICATIONS DEADLINE:   17 Feb 2014
DATE OF ISSUANCE:   31 Jan 2014
ORGANIZATIONAL UNIT:   Field Missions Administered by DPKO
DUTY STATION:   Multiple D/S
VACANCY #   14-ADM-PMSS-426129-R-MULTIPLE D/S

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Mission Preference List

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.
 
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
More Info

United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
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 translations).

Competencies
• 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.



QUALIFICATIONS

Education
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience
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.

Languages
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.

Other Skills


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.

How 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 continue.

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 estaffing@un.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.

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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 applying.

 

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