Job Vacancies Department of Public Information, August 2012

Job Vacancies Department of Public Information
Position: Administrative Assistant
Location: United States of Ameirca ( The ), New York
Closing Date: Saturday, 15 September 2012

Organizational Setting and Reporting
This position is located in the Executive Office of the Department of Public Information of the United Nations. The Administrative Assistant will report to the Chief of Unit, HR and Executive Officer.

Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)

HUMAN RESOURCES MANAGEMENT:
Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Reviews and processes personnel actions through IMIS.
Advises staff on visa matters.
Provides advice and answers general queries on classification procedures and processes.
Provides information and advice to staff with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Monitors IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

GENERAL ADMINISTRATION:
Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.

Competencies
PROFESSIONALISM:
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.

COMMUNICATION:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Education
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.

Work Experience
10 years of experience in administrative services, human resources or related area. Working knowledge of IMIS in personnel administration, travel and Inspira are desirable.

Languages
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 an advantage.

Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.




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