Job Vacancies Office for Disarmament Affairs
Position: Administrative Assistant
Location: United States of America ( The )
Closing Date: Sunday, 01 July 2012
Organizational Setting and Reporting
This position is located at the Weapons of Mass Destruction Branch/1540, Office for Disarmament Affairs (ODA), and the incumbent reports to the Chief of the Branch. The incumbent will work closely with the Executive Office of ODA.
Human Resources Management
Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of consultants, placement, relocation, performance appraisal, job classification reviews, separation of consultants, etc., ensuring consistency in the application of UN rules and procedures.
Responds to enquiries and provides information and advice to consultants regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
Budget and Finance
Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work program with respect to Headquarters’ budget, trust funds, grants and procurement.
Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
Assists managers in the elaboration of resource requirements for budget submissions.
Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
Prepares or customizes financial reports from IMIS system generated reports.
Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
Prepares travel requests, travel advances within IMIS and travel claims forms of ODA staff, ODA-sponsored meeting participants, 1540 Committee experts and members;
Performs other administrative duties, as required (e.g., operational travel program; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating seminars and conferences).
Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff.
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.
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.
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.
A minimum of seven years in administrative services, finance, accounting, audit, human resources or related area.
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.
May include 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.
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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