Job Vacancies Office of Central Support Services
Job Title Administrative Assistant, G5
Department/ Office OFFICE OF CENTRAL SUPPORT SERVICES
Duty Station NEW YORK
Closing Date: Friday, 25 February 2011
Job Opening number 11-ADM-OFC OF CENTRAL SUPPORT SERVICE-17306-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Business Continuity Management Unit in the Office of the Assistant Secretary General for the Office of Central Support Services, within the Department of Management in New York. The Administrative Assistant reports directly to the Chief of the unit.
Under the direct supervision of the Chief of the Business Continuity Management Unit, the incumbent is responsible for the following:
Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
Reviews status of relevant expenditures and compares with approved budget.
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
Assists in the preparation of budget performance submissions.
Prepares statistical tables and standard financial reports.
Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
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)
Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
Ability to perform a broad range of administrative functions. 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 crisis and stressful situations; shows discretion when handling confidential and sensitive material. Demonstrates close attention to detail when proofreading written material.
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.
TECHNOLOGICAL AWARENESS :
Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Core Values: Integrity, Professionalism and Respect for Diversity
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.
Five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area.
English and French are the working languages of the United Nations Secretariat. For this post fluency in oral and written English is required. Knowledge of another official UN language is desirable.
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.
Short-listed candidates will be assessed through a competency-based interview.
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) 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.
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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