Administrative Assistant, New York, United States At Department of Operational Support

Posting Title: Administrative Assistant, G6

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: Department of Operational Support

Duty Station: NEW YORK

Posting Period: 13 April 2023 – 12 May 2023

Job Opening Number: 23-Administration-DOS-206102-R-New York (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThis position is located in the Support Partnerships Service (SPS) within the Division for Special Activities (DSA) in the Department of Operational Support (DOS). The DOS was established to provide end-to-end operational support advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. DSA oversees a range of specialized or cross-cutting operational capacities. A large part of its responsibilities is to support start-up, surge, transition and liquidation requirements and to exercise authority on behalf of entities to which authority has not been granted owing to a lack of capacity or from which authority has been temporarily withdrawn. SPS is a dedicated support partnerships capacity to coordinate and maintain bilateral and trilateral relationships with key partners, such as regional organizations, other United Nations actors and governments, for the receipt or provision of operational support from or to Secretariat entities. The incumbent will report to a Programme Management Officer.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT:

•  Initiates, reviews, 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 reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
•  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.
•  Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Enterprise Resource Planning (ERP) Systems such as Umoja.
•  Monitors staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE:
•  Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
•  Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•  Assists managers in the elaboration of resource requirements for budget submissions.
•  Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
•  Prepares or customizes financial reports from IMIS system generated reports.
•  Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. GENERAL ADMINISTRATION:
•  Drafts routine correspondence and communications related to all aspects of the programme administration including workplans and budgets, revisions and other related issues; to respond to enquiries in respect to relevant administrative, financial audit, personnel matters and contributes inputs to periodic reports, such as briefing notes, graphic and statistical summaries, spreadsheets.
•  Coordinates extensively with a variety of key partners within and outside the United Nations Secretariat entities to respond to complex information requests and inquiries; reviews, logs and routes incoming correspondence keeping track of incoming correspondence and follows up on required clearances/approvals and actions; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks. Proofreads, and processes outgoing correspondence and makes sure it is aligned with existing formats/templates and routed accordingly.
•  Assists in the coordination of the programme activities and monitors status of programmes and on the implementation and advises on progress and or bottlenecks.
•  Researches, compiles, summarizes, and presents quantitative data received from a variety of stakeholders within and outside of the United Nations Secretariat entities related to established performance indicators.
•  Designs and generates a variety of reports, statistical tables, graphic content, and other background materials/notes to facilitate oversight and accountability of programme monitoring.
•  Maintains up-to-date work unit files and internal databases; designs and generates reports, background materials/notes. Analyses collected data to prepare comparisons between forecasted logistical, administrative and financial indicators, inclusive of timelines and utilization of financial, contractual, manpower and other resources against final and partial results (time, funds, equipment) and brings discrepancies to the attention of the Programme Management Officer.
•  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). CONTRACT ADMINISTRATION:
•  Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•  Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
•  Processes the payment of contractors’ invoices and monitor payments.
•  Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

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. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. 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.
•  COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•  PLANNING AND 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.

EducationHigh school diploma or equivalent is required.

Work Experience

•  A minimum of seven years of experience in programme or project administration, finance, audit, human resources, technical cooperation or related area is required.
•  Experience using Enterprise Resource Planning (ERP) Systems such as Umoja, SAP or similar system is desirable.
•  Experience working on partnership issues in or with an international organization, regional or sub-regional organizations is desirable.
•  Experience in data science, information management or related area is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

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

Special Notice

•  Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
•  This position is funded for a period of at least one year and extension of appointment is subject to extension of mandate and availability of funds.
•  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.
•  This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
•  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 ConsiderationsAccording 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  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.

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