Job Vacancies Department of Political Affairs
Position Administrative Assistant
Department/ Office EXECUTIVE OFFICE – DPA
Duty Station NEW YORK
Closing Date: Sunday, 20 November 2011
Job Opening number 11-ADM-DPA OUSG EO-21391-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Job Vacancies Org. Setting and Reporting
These positions are located in the Executive Office of the Department of Political Affairs. The incumbents of the post will report to the Administrative Officer and the Senior Administrative Assistant.
Job Vacancies Responsibilities
Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. Reviews entitlements-related claims and reports. Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. Maintains and reviews organizational staffing tables; prints and reviews IMIS reports. Review mid-month and end-month withhold staff lists generated by IMIS on staff members’ appointments and post incumbencies and initiate action as required
Prepare requests for granting of special post allowances (SPA). Verifies entitlements and prepares F.10 forms for payment of DSA, assignment grant, and relocation grant. Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, pertaining to home leave, education travel, etc, travel of appointment and separation. Drafts routine correspondence. Maintains files of rules, regulations, administrative instructions and other related documentation. Maintains up-to-date work unit files (both paper and electronic). Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. Prepares and processes all UN forms including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Performs other related administrative duties, as required
Job Vacancies Competencies
Ability to perform a broad range of administrative functions, e.g., 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.
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.
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.
Job Vacancies Education
High school diploma or equivalent.
Job Vacancies Work Experience
Five years of experience in administrative services and human resources . At least 2 years of previous experience working in an Executive Office is highly desirable. IMIS experience in processing personnel actions, travel authorizations and time and attendance modules required.
Job Vacancies Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required.
Job Vacancies Assessment Method
Competency-based interview and/or other assessment method.
Job Vacancies Special Notice
This position is for local recruitment. Passing the Administrative Assessment Support Test (ASAT) in English at New York UN Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY 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.
Job Vacancies 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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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