Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties :
Human Resources Management
Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc.
ensuring consistency in the application of UN rules and procedures. Liaises with central administration / executive services as required.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Reviews and processes personnel actions through IMIS.
Advises staff on visa matters.
Provides advice and answers general queries on classification procedures and processes.
Provides information and advice to staff / consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Monitors IMIS 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 expert assistance in the preparation and development of the unit’s work programme and budget.
Assists in monitoring budget / work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
Collects data from relevant databases and prepares customized financial reports.
Provides assistance in the review, and preparation of the medium-term plan and its revisions.
Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments / offices in the field, including programmatic aspects;
ensures compliance with the medium-term plan and other legislative mandates.
Assists managers in the elaboration of resource requirements for budget submissions.
Monitors budget implementation / expenditures and recommends reallocation of funds as necessary.
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
Assists in the preparation of budget performance submissions.
Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
Identifies and resolves diverse issues / problems as they arise, and determines appropriate actions.
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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars,
conferences and translations).
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.
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 & 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.
ACCOUNTABILITY : Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments;
takes personal responsibility for his / her own shortcomings and those of the work unit, where applicable.
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.
High school diploma or equivalent.
At least ten (10) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Extension of the appointment is subject to extension of the mandate and / or availability of funds.
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.
Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
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.
Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.