Job Vacancies Department for General Assembly Affairs and Conference Management
Job Title Administrative Assistant (G5), G5
Department/ Office INFORMATION AND COMMUNICATIONS TECHNOLOGY SECTION
Duty Station NEW YORK
Posting Period 23 February 2011-25 March 2011
Job Opening number 11-ADM-dgacm ousg eo icts-17332-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This post is located in the Department of General Assembly and Conference Management, Office of Under-Secretary General, Information Communication and Technology Section (DGACM/OUSG/ICTS). Incumbent reports to the Chief of Section.
1. Coordinate with DGACM Section Chiefs the automation requirements of their respective sections; consolidated and review Information Technology (IT) procurement proposals prior to ICTS’s approval;
2. Prepare required requisitions in the IMIS system with proper allotment account codes and comprehensive specifications for required goods and services;
3. Liaise with the Executive Office certifying officer, OICT (for UN IT-standard compliance), Procurement Division, Safety and Security, ICTS Property and Inventory Group, and Accounts Division to coordinate and complete the procurement process;
4. Conduct necessary follow-ups with the Procurement Division, vendor or any of the involved parties;
5. Monitor and maintain electronic and paper files, as well as update related ICTS databases for received hardware/software, accessories and supplies;
6. Follow up on status of delivery of goods and services and verify them with respect to the specifications as per Purchase Order;
7. Maintain warranty records for purchased goods and administer the specifics per maintenance contract for software and other related hardware;
8. Check for accuracy and consistency of invoices as to purchase order and Receipt and Inspection Reports before final certification of the ICTS Chief;
9. Submit certified invoices to the Procurement Division in a prompt manner.
BUDGET and FINANCE
1. Assist ICTS Chief in the preparation and review of DGACM-IT budget and staffing proposals/requirements;
2. Consolidate budget/work program with respect to the departmental IT budget and IT-procurement needs;
3. Monitor expenditures and compare them with approved budget; prepare adjustments as necessary;
4. Prepare and maintain budget/financial reports for ICTS’s expenditures;
5. Assist ICTS Chief in preparing budget submissions;
6. Prepare financial reports based on the data from IMIS system.
1. Draft responses to a wide range of correspondence and other communications with respect to ICTS matters;
2. Attend meetings, prepare minutes and monitor follow-up activities;
3. Prepare and submit relevant forms for requests (i.e. BMS, Telephone, Blackberry, Security, Physical Space Planning);
4. Maintain liaison with the Executive Office on administrative and staffing matters;
5. Maintain ICTS filing system (both paper and electronic), including: official memos, announcements, administrative instructions and other related documents;
6. Facilitate application for grounds pass for consultants, applicants and other guests/visitors;
7. Perform other related administrative duties, as required (e.g., physical space planning, identification of office technology needs and maintenance of equipment, software and systems, organization and coordination of seminars, conferences, special projects and other events.)
8. Enter and maintain administrative data and records of Time and Attendance in both ICTS database and IMIS.
9. Prepare and submit monthly Time and Attendance reports and other related IMIS generated reports to the Executive Office.
10. Maintain calendar/schedules of ICTS staff’s weekend and holiday assignment duties.
1. The incumbent may perform other duties as required such as providing help desk support; drafting project proposals and project documents and reports; assisting with inventory management and other special assignments.
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. Speaks and writes clearly and effectively.
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.
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.
High school diploma or equivalent.
Five years of work experience in administration or related area.
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.
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.
Short-listed candidates will be invited for a competency based interview.
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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