Administrative Assistant
This position is funded for an
initial period of one year, extension of appointment will be subject to
budgetary approval. Appointment against this post is on a local basis. The
candidate is responsible for any travel expenses incurred in order to take-up
the appointment. All applicants are strongly encouraged to apply on-line as
soon as possible after the job opening has been posted and well before the
deadline stated in the job opening.
Organizational Setting and Reporting
Relationships:
The position is located in Mombasa.
The incumbent will report to Chief, Mombasa Support Base.
Duties and Responsibilities;
Within delegated authority, the
Administrative Assistant will be responsible for the following duties:
Human Resources Management:
·
Performs various actions related to
the administration of the work unit’s human resource activities, e.g.,
training. consistently applying UN rules, regulations, policies and procedures.
·
Liaises with central
administration/executive services as required;
·
Maintains vacancy announcement files
and updates track vacancy announcements;
·
Provides advice and answers general
queries on procedures and processes;
·
Monitors assigned staffing tables for
a variety of Human Resource activities, e.g., appointments, retirement, expiration
of appointments, reassignments, transfer and movement of staff.
Budget and Finance:
·
Provides assistance in the
preparation and development of the office’s work programme and budget;
·
Assists in monitoring the budget/work
programme with respect to various budgets, trust funds, grant and other funds
on a regular basis, and records reallocations of resources and implements the
reallocations as necessary;
·
Collects data from relevant databases
and assist in preparation of financial reports;
·
Provides assistance in the review,
and preparation of the medium-term plan and its revisions;
·
Reviews and assists in the
finalization of cost estimates and budget proposals, in terms of staff and
non-staff requirements for the mission including programmatic aspects; monitors
compliance with the medium-term plan and other legislative mandates;
·
May assist managers in the
elaboration of resource requirements for budget submissions;
·
Monitors budget
implementation/expenditures and records reallocation of funds as necessary;
·
Reviews requisitions for goods and
services to confirm (a) that correct objects code of expenditure have been
charged, and (b) availability of funds;
·
Monitors extra-budgetary resources,
in line with agreements and cost plans with special attention given to
regulations and rules and established policies and procedures;
·
Assists in the preparation of budget
performance submissions;
·
Assists in finalization of budget
performance reports with attention given to variances between approved budgets
and actual expenditures.
General Logistics Administration
·
Provides guidance to mission and/or
subordinate staff. I
·
dentifies and reports issues/problems
as they arise, and recommends appropriate actions; budget
·
Coordinates regularly with service
units and liaises as needed with internal team members both at the mission and
in outstations;
·
Performs other related administrative
duties, as required (e.g., travel , monitoring accounts and payment to vendors
and individual contractors for services, reviews physical space plans and
assists in the identification of office technology needs, maintenance of
equipment, software and systems, organizes and coordinate seminars, conferences
and translations).
·
Process appropriate documents for
cargo shipment.
·
Receive materials and record in
UMOJA.
·
Raise notifications and reservations
in UMOJA.
·
Coordinate goods issuance and record
all relevant documents.
·
Coordinate and provide 3PL
contractors with required documents for tasks execution
Competencies:
·
Professionalism: Substantive experience/knowledge of the UN systems,
staff rules and regulations as well as administrative policies and practices.
Ability to manage processes, maintains accurate records, interpret/analyse a
wide variety of data. . 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 areas of work.
·
Planning
& 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.
·
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.
Qualifications
·
Education: High school diploma or
equivalent is required. Technical training in Finance, Budget, Human Resources
Management or Administration is highly desirable.
·
Experience: A minimum of five (5)
years of progressively responsible experience in administration, finance,
budget, accounting, audit, human resources or related area.
·
Solid computer skills including
proficiency in word processing and spreadsheets is required. Specific knowledge
of the UN administrative electronic tools, such as Umoja or ERP is desirable.
·
Must be familiar with
function-related provisions of United Nations Rules, Regulations, Manuals and
Policies. Experience working at a UN field mission or UN Agencies in this
capacity is desirable.
·
Languages: English and French are the
working languages of the United Nations Secretariat. For this position, fluency
in oral and written English is required. Knowledge of another UN language is an
advantage.
Assessment Method
Evaluation of qualified candidates
may include an assessment exercise which may be followed by competency-based
interview.
How To Apply:
Qualified candidates may submit their
applications including their United Nations Personal History form (P.11) to the
address mentioned below quoting vacancy announcement number and functional
title on the subject line on or before the deadline. The P.11 is on the https://unsos.unmissions.org/jobs.
Applications submitted after the deadline February 1, 2018 will not be
accepted. Curriculum Vitae (CV) will not be accepted. Only shortlisted
applicants will be contacted for interview.
Email: recruitment-unsoa@un.org
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.
The United Nations does not charge a
fee at any stage of the recruitment process (application, interview meeting,
processing, or training).