Job Vacancies Department of Management
Position: Administrative Assistant
Location: United States of America ( The ), New York
Closing Date: Wednesday, 01 August 2012
Organizational Setting and Reporting
This position is located in the Peacekeeping Financing Division (PFD), Office of Programme Planning, Budget and Accounts, Department of Management (DM) in New York. The Division supports the Controller in exercising accountability for the financial resources made available by Member States for peacekeeping operations, with a currently approved annual budget in excess of US$ 7.0 billion. The Division is committed to an ongoing change process to ensure the highest effectiveness and efficiency standards in budget preparation and presentation, including results-based budgeting (RBB). The working environment of peacekeeping operations is dynamic, and the PFD team is committed to meeting the corresponding demands. The main partners of PFD are the peacekeeping missions, the Departments of Peacekeeping Operations and Field Support, the legislative bodies and troop-contributing countries. The Administrative Assistant will report to the Director/Deputy Director of the Peacekeeping Financing Division.
Under the guidance and supervision of the Director/Deputy Director of the Peacekeeping Financing Division and within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:
1. Provides administrative and secretarial support to the Office of the Director; maintains files (both paper and electronic) and databases for the Office. Ensures smooth and efficient information flow within the Division; prepares and processes confidential information; assists in the development of office administrative systems and procedures; logs, screens and prioritises all incoming correspondence for the Division;
2. Drafts routine correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
3. Coordinates extensively with staff members throughout the Division and liaises frequently with the Office of the Controller, OPPBA, the Executive Office of the Department of Management, and with senior officials in other Departments.
4. Initiates, reviews, processes and follows up on actions related to the administration of the Division’s human resources activities, e.g. recruitment of staff, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, attendance, leave plan, etc. ensuring consistency in the application of UN rules and procedures.
5. Oversees the maintenance of vacancy announcement files and keeps track of the status of vacancy announcements.
6. Prepares or customizes financial and human resources reports from IMIS/WIRe system generated reports. Monitors staffing table and prepares relevant statistical data/charts, including organizational charts.
7. Compiles relevant background documents and references; organizes documents for meetings of the legislative bodies by ensuring that relevant General Assembly, Security Council, ACABQ and Fifth Committee documentation is in the Director/Deputy Director’s subject files. Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
8. Performs other related duties as required.
Ability to perform a broad range of administrative functions, e.g., budget/work program, 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.
Good interpesonal skills; ability to work collaboratively with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity to achieve organizational goals. 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters. Post-secondary education or Certificate/Coursework/Training in administration, accounting, finance, human resources or directly related fields highly desirable.
A minimum of seven years of experience in administrative services, finance, budget or human resources. Proficiency in using MS Office (Word, Excel, Powerpoint) applications is required. Proficiency in using Integrated Management Information System (IMIS), UN Web Integrated Reporting (WIRe), Funds Monitoring Tool (FMT), Inspira or similar financial and HR systems required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates for this job opening may include an assessment exercise. Successful candidates in the assessment will be invited to a competency-based interview.
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
This post is financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval.
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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