>ADMINISTRATIVE ASSISTANT, FS5 (Temporary Job Opening)
>ADMINISTRATIVE ASSISTANT, FS5 (Temporary Job Opening)
Org. Setting and Reporting
The position is located in the Office of the Chief of Mission Support (CMS) of the United Nations Mission in Support of the Hudaydah Agreement (UNMHA). The incumbent will be based in Amman, Jordan and will report to the Senior Administrative Officer (SAO) and the CMS.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management:
• Coordinates actions with respect to transactions related to the administration of the office's human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures;
• Liaises with the relevant administrative and human resources offices as required;
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements;
• Maintains records of the performance evaluation status of the office.
• Provides information and advice to staff/consultants in liaison with HR with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
• Raises travel requests on behalf of VIP personnel as and when required.
Budget and Finance:
• Provides expert assistance and coordination in the preparation and development of the office's work plan and budget.
• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations, as necessary.
• Reviews, analyzes, and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects:
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in the preparation of the year end budget performance report submissions.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.
General Administration:
• Coordinates the provision of guidance, training, and daily supervision to other staff in the area of responsibility.
• Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission.
• Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizes and coordinates seminars, conferences, and translations).
• Performs any other duties that may be assigned.
Competencies
PROFESSIONALISM: Ability and experience across a broad range of administrative functions, which should include budget/work programme, human resources and database management; Knowledge and application of the UN systems and Staff Regulations and Rules; A high degree of commitment to ensure the proper use of the Organization's resources; Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility. 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 area 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 the 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.
Education
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
Work Experience
A minimum of eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, travel, or in other related fields is required.
Proficiency in using Inspira as a Recruitment tool is required.
Experience working in the front office of a senior official managing administrative services is required.
Proficiency in the use of Umoja Travel and Shipment Module is required.
Proficiency in the use of Umoja requisitioning and managing services for Consultants and ICs is required.
Experience handling services such as visas is desirable.
At least two years of experience working in a UN field operation in a conflict or post-conflict environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by informal interview.
Special Notice
• This position is temporarily available for a period of 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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.
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 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.
