Administrative Assistant

Org. Setting and Reporting

This position is located in the Office of the Special Representative of the Secretary-General on Children and Armed Conflict (OSRSG-CAAC). The mandate and work of the Office derives from General Assembly Resolution 51/77 and subsequent General Assembly resolutions, as well as successive Security Council resolutions on children and armed conflict. The incumbent will report to the Associate Administration Officer, OSRSG-CAAC.




Responsibilities

Under the supervision of Associate Administration Officer, the Administrative Assistant will provide overall administrative support for the work of the Office, including: • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Office’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. • 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. • 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, serves as IT technical focal point including identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating administrative arrangements for seminars, conferences and translations. • Assists with day-to-day administration of contracts between the United Nations (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. • Performs other duties as assigned.




Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget, programme, human resources, database management, etc. Ability to apply knowledge of 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. 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. Technological Awareness: Keeps abreast of available technology. Understands applicability and limitation of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.




Education

High school diploma or equivalent is required.




Job - Specific Qualification

Not available.




Work Experience

A minimum of five years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience using Microsoft Office Word and Excel is required. Experience using email applications such as Microsoft Outlook, Lotus Notes or similar is required. Experience using talent management platforms (such as People Soft, Inspira or similar) is desirable. Experience in using Enterprise Resource Planning (ERP) systems (such as SAP, UMOJA or similar) is desirable.




Languages

English 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.




Assessment

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




Special Notice

• Appointment or assignment against this position is for an initial period of one year. • Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.




United Nations Considerations

According 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted 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.




No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.