Job Vacancies Department of Public Information
Position: Administrative Assistant
Location: United States of America ( The )
Closing Date: Sunday, 01 July 2012
Organizational Setting and Reporting
The candidate reports to the Chief of Development Business Unit, Sales and Marketing Section of the Outreach Division, DPI. Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Initiates, reviews, processes actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring accurate reporting in IMIS and consistency in the application of UN rules and procedures.
Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedure s, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
Assists in the preparation and review of financial and human resource requirements for the Development Forum Trust Fund including preparation of budget submissions and reports as well as monitoring of expenditures in view of approved budget and preparation of adjustments as necessary.
Receives, processes and maintains an account of all incoming payments in the form of checks, credit card and bank transfers generated from the sale of UN Development Business products and uses Customer Relationship Management Database to track and record payments received and communicates to clients to follow-up on pending invoices, complaints, requests and questions on account status and products received.
Prepares a monthly report of revenues received. Reconciliates amounts and compares to the projected income targets. Makes bank deposits for checks received whenever required. And processes customer refunds and other customer service functions.
Assists with day-to-day administration of contracts between the unit and external contractors. Audits the contractors’ invoices against the goods and services provided and processes the timely payment of contractors.
Drafts routine correspondence in respect to relevant administrative, financial, audit and personnel matters. Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the Liaison Office in Washington DC.
Performs other duties as required (e.g., travel; monitoring accounts and payment to vendors and individual contractors; physical space planning; identification of office technology needs and maintenance of equipment, software and systems).
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.
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.
Planning & 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 is required.
At least 7 years of progressively responsible experience in the field of finance, accounting, human resources, administrative services or in other related fields. Experience in a publishing, sales or marketing environment is desirable. Experience dealing with private sector clients, especially in a sales-oriented environment, highly desirable.
English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is for local recruitment.
Passing the Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations.
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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