Administrative Assistant - United Nations, United States, Deadline: May-25-2016

Posting Title:Administrative Assistant
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:DEPARTMENT OF MANAGEMENT
Duty Station:NEW YORK
Posting Period:26 April 2016 - 25 May 2016
Job Opening Number:59007
Staffing ExerciseN/A

Special Notice
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.

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.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Org. Setting and Reporting
This position is located in the Executive Office, Office of the Under-Secretary-General, Department of Management. The Administrative Assistant reports to an Administrative Officer.
Responsibilities
Within delegated authority and under the supervision of an Administrative Officer, the Administrative Assistant will be responsible for the following duties: 

Human Resources Management: 

-Assists in the monitoring and follow-up on actions related to the administration of the human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, special post allowance, separation, training etc., ensuring consistency in the application of regulations and procedures.
- Prepares SPA packages for the review by the SPA Panels as well as the memorandum for SPA approval for the Executive Officer's signature.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, in consultation with the Senior Administrative Assistant or the Administrative Officer.
- Assists in Continuing Appointment Review as and when required.
- Coordinates the Departmental List Submission of the UN Financial Disclosure Programme.
- Creates requests in Offer Management for initial appointment, reappointment, transfer, secondment, temporary assignment and other staff moves.
- Coordinates the distribution of tax cheques, consolidates information for Telephone Directory and coordinates the distribution of GA passes.
- Reviews monthly staffing tables and monthly payroll auto-lock reports as necessary. Prepares contract review reports and requests for recommendation for contract extensions.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

Budget and Finance: 

- Monitors status of expenditures and allotments through Umoja, 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: 

- Assists the Administrative Officer in gathering relevant information related to the official travel and the expense reports for non-staff including consultants.
- Assists in the review of requests for contracts pertaining to the recruitment of Consultants and Individual Contractors. Coordinates with the HR Partner in the timely processing of contracts and payments for Consultants and Individual Contractors.
- Drafts routine correspondence.
- Maintains personnel working files of staff members in Unite Docs.
- As assigned, provides administrative and secretarial support to the Executive Officer including filing and documentation maintenance, data consolidation for various reports and other ad-hoc assignment.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
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. 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.

•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.

•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 clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent.
Work Experience
Five years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience creating and editing tables, charts or graphs, in MS Word and Excel is required. Experience working with Enterprise Resources Planning (ERP) systems is desirable. Experience working with Recruitment software is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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Administrative Assistant - United Nations, United States, Deadline: May-25-2016 Administrative Assistant - United Nations, United States, Deadline: May-25-2016 Reviewed by KHMER-INSIDER on Thursday, April 28, 2016 Rating: 5