Job Vacancies Department for General Assembly Affairs and Conference Management, August 2011

Job Vacancies Department for General Assembly Affairs and Conference Management
Position: Administrative Assistant
Department/ Office EXECUTIVE OFFICE – DGACM
Duty Station NEW YORK
Closing Date: Thursday, 25 August 2011
Job Opening number 11-ADM-DGACM OUSG EO-20347-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
This position is located in the Executive Office of the Department for General Assembly Affairs and Conference Management.

Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Budget and Finance:
Provides expert assistance in the preparation and development of the Department’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 reallocation’s of resources and implements the reallocations as necessary. Collects data from relevant databases and prepares customized financial reports. Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the Strategic Framework 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. Assists in the preparation of budget performance submissions. Assists in the finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

General Administration:
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, maintenance of staffing databases).

Human Resources Management:
Coordinates various actions related to the administration of the office’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Reviews and processes personnel actions through IMIS. Monitors IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Competencies
Professionalism:
Ability to perform a broad range of finance and budget functions, and other administrative functions such as 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; 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.

Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology

Judgement/ Decision-making:
-Identifies the key issues in a complex situation, and comes to the heart of the problem quickly
-Gathers relevant information before making a decision
-Considers positive and negative impacts of decisions prior to making them
-Takes decisions with an eye to the impact on others and on the Organization
-Proposes a course of action or makes a recommendation based on all available information
-Checks assumptions against facts
-Determines that the actions proposed will satisfy the expressed and underlying needs for the decision
-Makes tough decisions when necessary

Education
High school diploma or equivalent.

Work Experience
A minimum of ten years of experience in general administrative services, budget & finance, human resources or related areas desirable. Three years within the UN system, preferably in an Executive Office focusing on budget and finance required. Advance Excel, experience with IMIS and IMDIS required. Knowledge of content management software and digital archiving systems, tools and techniques desirable.

Languages
Fluency in English (both oral and written) is required; knowledge of French is desirable. Knowledge of another UN official language is an advantage

Assessment Method
Eligible applicants will be invited for a competency-based interview.

Special Notice
This position is for local recruitment.
Passing the Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters.

United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.




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