Administrative Assistant, FS-4
||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, 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.
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.
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