Administrative Assistant, G5
Responsibilities
HUMAN RESOURCES
MANAGEMENT
Initiates, processes, monitors,
reviews and follows-up on actions related to the administration of the unit’s
human resource activities, e.g., recruitment, placement, relocation, promotion,
performance appraisal, job classification reviews, separation, training,
ensuring consistency in the application of regulations and procedures.
Enters, maintains and certifies
administrative data and records for time and attendance, performance appraisal,
in electronic information systems.
Reviews entitlements-related
claims and reports.
Provides advice and guidance to
staff with respect to administrative procedures, processes and practices,
liaising with central administrative services as necessary.
Maintains and reviews
organizational staffing tables; prints and reviews IMIS reports.
BUDGET
AND FINANCE
Monitors status of expenditures
and allotments through IMIS, records variations, updates budget tables.
Consolidates data received and
provides support to higher-level staff with respect to budget reviews of
relevant intergovernmental and expert bodies.
Reviews status of relevant
expenditures and compares with approved budget.
Reviews requisitions for goods
and services to ensure (a) correct objects of expenditure have been charged and
(b) availability of funds.
Assists in the preparation of
budget performance submissions.
Prepares statistical tables and
standard financial reports.
GENERAL
ADMINISTRATION
Prepares, processes and
follows-up on administrative arrangements and forms related to the official
travel of staff.
Drafts routine correspondence.
Maintains files of rules,
regulations, administrative instructions and other related documentation.
Maintains up-to-date work unit
files (both paper and electronic).
Coordinates extensively with
service units and liaises frequently with internal team members both at
Headquarters and in the field.
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
administrative arrangements for 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.
Assists with the collection and
analysis of data as well as preparation of data presentations and reports for
information sharing, responding to queries, knowledge management, planning and
decision making.
Assists with visualizations and
updating information material such as web pages or brochures.
Perform other related duties as
assigned.
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 perform analysis, modeling and
interpretation of data in support of decision-making. 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.
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.
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.
Education
High school diploma or equivalent is
required.
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. Successful
passing of the Administrative Support Assessment Test (ASAT) in English at the
United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA),
Economic and Social Commission for Western Asia (ESCWA), United Nations Office
at Geneva (UNOG), United Nations Office at Vienna (UNOV), International
Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the
former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants
when required before the administration of a written assessment and/or
interview.
Job – Specific
Qualification
Supplemental training in accounting
and finance or related field is required.
Work Experience
A minimum of five (5) years of
experience in administrative services, finance, accounting, audit, human
resources or related area is required
Experience using Enterprise Resource
Planning (ERP) systems is required
Experience working with the United
Nations or similar international organization is desirable
One (1) year or more of experience in
data analytics or related area is desirable.
Languages
English and French are the working
languages of the United Nations Secretariat. For the post advertised, fluency
in English is required. Knowledge of another UN official language is desirable.
How to Apply
