ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

This position is located in the Headquarters Client Support Service (HQCSS), Division of Administration, New York, Department of Operational Support (DOS). The Administrative Assistant reports to the Human Resources Officer, DOS. The HQCSS also provides administrative support to the Global Compact Office (GCO), Human Security Unit (HSU), Office of Administration of Justice (OAJ), Office of the Secretary-General's Envoy on Technology, United Nations Sustainable Development Group (UNSDG) System-Wide Evaluation Office, Office of Special Coordinator on Improving the United Nations Response to Sexual Exploitation and Abuse, Office of the Special Representative of the Secretary-General on Children and Armed Conflict (OSRSG-CAAC), Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict (OSRSG-SVC), Office of the Special Representative of the Secretary-General on Violence Against Children (OSRSG-VAC), Office of the United Nations Ombudsman and Mediation Services, Office of Victims' Rights Advocate (OVRA), United Nations Ethics Office, United Nations Office for Partnerships (UNOP), United Nations Alliance of Civilizations (UNAOC), the Trust Fund in Support of the Multinational Security Support (MSS) Mission in Haiti; Office of the Data Protection and Privacy, Liaison offices of the: United Nations Office on Drugs and Crime, United Nations Convention to Combat Desertification in New York, United Nations Institute for Training and Research. In line with the Secretary-General's management reform report effective 01 January 2019 DOS will focus on operations, services, transactions and surge support to entities in weak environments. It will service and support the entire Secretariat - at Headquarters, the regional commissions and offices away from Headquarters and in the field.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Budget: •Provides support with respect to the review, analyses and preparation of the medium-term plan and its revisions. •Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of non-staff requirements. •Assists managers in the elaboration of resource requirements for budget submissions. •Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies. •Monitors expenditures and compares with approved budget; prepares adjustments as necessary. •Reviews requisitions for services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. •Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. •Monitors integrity of various financial databases. •Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued. •Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. Administration of Consultants and Individual Contractors: •Performs technical evaluation and verification of eligibility of individuals in accordance with the guidelines on the recruitment and administration of consultants •Review, assess and determine fees for all individuals based on the Terms of Reference (TOR), Personnel History Profiles (PHP), contract for services •Prepare and submit requests for clearance to OHRM for hiring of retirees/separated staff members and approval of fee rates above level D •Review requests for the services of Consultants/Individual Contractors (CIC) for the initial quality control, advise hiring manager on processes and procedures, follow up with hiring managers on pending/missing documentation and ensure upload of documents to centralized repository in the SAP based ERP System (Umoja), •Prepare contracts for CIC using the relevant ERP module and coordinates with the hiring managers to endure contracts and other mandatory documents are signed/provided and uploaded on the central repository •Create or update Umoja mini master record(s) (if applicable) and take necessary technical steps in the system; •Review and approve request for payments of CICs (SES) •Monitor /report on expired contracts and advise client departments on outstanding payments and liquidation of outstanding obligation. •Determine and advise if a request for exception (if applicable) should be sent to the Office of Human Resources Management (OHRM) for approval of fee rates above Level D. General: •Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. •Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters. •Maintain and keep up-to-date files. •May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility. •Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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 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. Client Orientation: 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in finance, budget, accounting, administrative services or related are is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in the administration of Consultants and Individual Contractors within the United Nations Common System or similar Organizations is desirable. Experience with HR modules of ERP based systems such as SAP Umoja or other similar platforms is desirable. Experience using recruitment platforms such as Inspira or similar is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary- General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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.