Job Vacancies Department of Management (DOM)
Position Administrative Assistant, G6
Department/ Office Department of Management
Duty Station NEW YORK
Closing Date: Thursday, 01 March 2012
Job Opening number 12-ADM-DM-22361-R-NEW YORK (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Executive Office of the Office of the Under-Secretary-General for Management.
Under the general supervision of the Administrative Officer, the incumbent will be responsible for the following duties:
Process, monitor and follow-up on actions related to the administration of human resource activities including recruitment of staff, promotion, transfer, assignment, special post allowance, extension of contracts, separation, performance appraisal, ensuring consistency in the application of United Nations rules and procedures. Process personnel actions through the Integrated Management Information System (IMIS), to reflect staff movements.
Respond to enquiries, provide information and advice to staff relating their entitlements, conditions of service, duties and responsibilities under the Staff Rules and Regulations and related administrative procedures. Monitor and maintain attendance records of staff members, including overtime and compensatory time off and confirmation of balances at end of service, both manually and in IMIS.
Review monthly staffing tables and monthly payroll withhold reports for corrective actions as necessary. Prepare travel requests in IMIS for all official travel for staff and consultants, review related claims for reimbursements for certification by the Certifying Officers. Prepare financial cables.
Draft correspondence in response to enquiries related to relevant administrative, personnel matters. Liaise extensively with counterparts in other Offices in the UN Secretariat such as Accounts Division, Office of Human Resources Management and other Executive Offices. Maintain personnel working files of staff members. Process requests for UN ID cards, laissez-passers, certificates and visas.
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. Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
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.
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.
Seven years of experience in the field of human resources, administrative services or related field is required. Experience in the application of Staff Regulations and Rules is required.
Executive Office working experience is desirable. Experience in time and attendance maintenance and administration is desirable. Knowledge of human resources functionality in IMIS required.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written Engilsh is required. Knowledge of another official UN language is desirable.
A competency based interview will be used to evaluate candidates.
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.
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.
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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