Administrative Assistant, FS-4

DATE OF ISSUANCE:   31 Jan 2014
ORGANIZATIONAL UNIT:   Field Missions Administered by DPKO
DUTY STATION:   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.
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
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, Documents Assistant, General Services Assistant, Language Assistant, Mail Assistant, Personal Assistant, Registry Assistant, Reports Assistant, Travel Assistant, Protocol Assistant, Welfare Assistant, etc. Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties: (These duties are generic, and may not be performed by all Administrative Assistants FS-4.) Human Resources Management:- Initiates, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures; Maintains a roster of prospective candidates; Participates in the selection of candidates for secretarial, clerical and field service related category positions; Assists with the evaluation and screening of applications of such candidates; prepare profiles of candidates, assists with preliminary interviews, conducts roster searches for vacancies and identifies short-lists of candidates; Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations; Assists with the maintenance of the mission vacancy announcement files and keeps track of status of all current vacancy announcements; Under guidance from the supervisor, ensures that recommendations regarding changes in contractual status of staff comply with established procedure and policy; Assists with the convening of rebuttal and recourse panels; Assists with the preparation of documents for promotion, special post allowance, review of entry level and within grade allowance panels; Reviews and processes personnel actions through the mission Integrated Management Information System (IMIS); Maintains and monitors the mission staffing table and prepares relevant statistical data and charts as required. Budget and Finance:- Assists in the preparation and review of financial and human resource proposals and consolidates the budget and work programme with respect to the field mission's budget, trust funds, grants and procurement; Consolidates data received from other sections regarding budget submissions; Assists in preparation of supporting narrative and tables regarding the budget cost estimates, coordinates with other sections regarding any clarification or additional input required for the formulation of the yearly budget; Assists with the review of expenditures and compares with the field mission approved budget; under guidance with the supervisor, prepares adjustments as necessary; Assists managers in the elaboration of resource requirements for budget submissions; liaises with finance and budget staff on related issues during the preparation of the budget report; Assists in the preparation of budget performance submissions and in the finalization of budget performance reports; Assist with the monitoring of the integrity of various financial databases to verify accuracy of input data, ensuring consistency of data recorded; Assists with the review of requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds. General Administration:- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; Schedules meetings and appointments; Maintains files of administrative instructions and other rules and regulations; Assists other administrative assistants; Assists with the coordination of service units and liaises frequently with internal team members both at the Headquarters and in the field; Performs other related administrative duties, as required e.g., operational travel plan for unit/section; Attendance and leave recording; Physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assists with the organization of seminars, conferences and translations; Performs other duties as required.

• Professionalism:- Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, and related functions; Knowledge and application of the UN systems, staff rules and regulations; Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems; 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 Organizing:- 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 client’s environment to keep informed and anticipate problems; Keeps clients informed of progress of 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.

Work Experience
At least six (6) years of progressively responsible experience within the United Nations system or the private sector in the field of finance, accounting, human resources, audit, administrative services, or in other related fields 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.

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.



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

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).

  1. To start the online registration process, CLICK here.
  2. Go to Log-in, and Register as a User. Fill in the form and choose a User Name and Password.
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  4. 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.
  5. You may apply for all vacancies using the saved PHP. This PHP may be up-dated when necessary.

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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