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Closing date: Wednesday, 26 April 2017
Posting Title: ADMINISTRATIVE ASSISTANT, FS-5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: United Nations Mission in Liberia
Duty Station: MONROVIA
Posting Period: 12 April 2017-26 April 2017
Job Opening number: 17-ADM-UNMIL-77620-F-MONROVIA (M)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This 'Recruit from Roster' job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
Organizational Setting and Reporting
This position is located in United Nations Mission in Liberia (UNMIL), with duty station in Monrovia. The Administrative/ Personal Assistant will report to the Deputy Special Representative of the Secretary General for Peace Consolidation and Support (DSRSG/PCS).
Within delegated authority, the Administrative/ Personal Assistant FS-5 will carry out the following duties:
Provide personal/ administrative support to the DSRSG, subsidiary administrative support to the Front Office of the DSRSG;
Manage the agenda of the DSRSG including scheduling of meetings and appointments, travel programme; Prepare, process and follow-up on administrative arrangements; Liaise with relevant parties within the Mission, UN offices, government counterparts, officials and members of civil society and organize meetings, conferences, workshops including support service functions;
Support meetings, drafts minutes and notes; Assist in the preparation of reports and briefing papers on issues related to the objectives of the O/DSRSG; Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters; Oversee and maintain up-to-date contact address lists of Government entities, UN Agencies, NGOs
Administrative AssistantAdministrative ProcedureCivil SocietyData ManagementDatabase ManagementGender perspectiveHuman Resource ManagementHuman ResourcesHuman RightsHumanitarian LawPersonnel ManagementPrivate Sector
and international representations/donors; screen and prioritize all incoming correspondence and submit issues requiring urgent attention; Coordinate and liaise extensively with UNMIL units, personal/ administrative assistants etc.;
Maintain up-to-date work unit files (both paper and electronic); Control, update and maintain the unit's filing system, (electronic and paper), maintain files and databases of correspondence and administrative documents; Assist in the management of information by screening and responding to request for information and overall data management;
Provide information and advice to staff regarding administrative procedures and practices, duties and responsibilities; Identify, address and resolve diverse administrative and personnel issues and problems as they arise; Assume guidance, training and daily supervision of staff in area of responsibility;
Initiate and coordinate time and attendance, generate, consolidate and submit attendance and leave reports; prepare and coordinate vacation planning for the front-office; Coordinate and ensure
availability of office equipment and supplies for all staff in the Front-Office, including CITS requests and maintenance requirements;
Provide administrative assistance to the complete process of recruitment of staff, including vacancy announcements, yearly staff evaluation reports etc.; ensure consistency in the application of UN rules and procedures under guidance of Human Resource Management Section;
Provide assistance in the preparation of the Pillar's work programme and budget, assist in periodic revisions and year-end performance report, indicators and output. Assist in monitoring work programme, manage performance benchmarks, results monitoring database and other administrative databases, shared drive etc.; Monitor expenditure of Front Office allocated resources in relation to approved budgets; Assume day-to-day fleet management of the front office;
Perform other related duties, as required;
Professionalism - Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application staff regulations and rules. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Extensive experience and familiarity with administrative support to Front Office of senior UN officials; High degree of commitment to ensure the proper use of the unit's allocated resources and assets. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.
Planning &Organising - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts
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 on-going developments inside and outside the client's environment to keep informed and anticipate problems; keeps clients informed of progress of setbacks in projects; meets timeline for delivery of products or services to client.
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which 3 years should have been at a supervisory level. Previous experience working in the office of a senior UN official, including protocol functions, and prior experience in a post-conflict field operation is required.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required.
Evaluation of qualified candidates may include an informal interview.
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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side of the inspira account-holder homepage.
The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Job posted on 13 April 2017.
Please menton Ethical Jobs while applying for this position.