Closing: Mar 20, 2023
This position has expiredPublished: Mar 7, 2023 (16 days ago)
Job Requirements
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Job Summary
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Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, 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.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
TEAMWORK: 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.
Education
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 from Headquarters.
Work Experience
At least seven (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Please explain how you meet this criterion using examples.
Experience using Enterprise Resource Planning (ERP) systems, such as Umoja, is desirable. Please explain how you meet this criterion using examples.
Experience within the United Nations common system or similar International Organizations is desirable. Please explain how you meet this criterion using examples.
Responsibilities
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, 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.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
TEAMWORK: 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.
Education
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 from Headquarters.
Work Experience
At least seven (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Please explain how you meet this criterion using examples.
Experience using Enterprise Resource Planning (ERP) systems, such as Umoja, is desirable. Please explain how you meet this criterion using examples.
Experience within the United Nations common system or similar International Organizations is desirable. Please explain how you meet this criterion using examples.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the SDG Localization and Local Governments team’s human resource activities linked to both the team in HQs as well as country projects, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
•Provides advice and guidance to the SDG Localization and Local Governments Team with respect to administrative procedures, processes, and practices, liaising with UN-Habitat’s relevant units and sections as well as and UNON as necessary.
•Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.
Budget and Finance
• Prepares, initiates and reviews IPRM related process, specifically concerning budgets and finance.
• Monitors status of expenditures and allotments through UMOJA system, records variations, updates budget tables concerning the team’s activities and projects
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• 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 revisions and donor financial reports.
• Prepares statistical tables and standard financial reports on the programmes/projects of the SDG Localization team.
General Administration
• 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).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Administratively supports the programmatic activities of the team in relation to national, regional, and global projects, e.g., organization of workshops, facilitating participants’ travel and accommodation.
•Coordinates administrative support with projects’ implementing partners such as the UN Regional Commissions or global Associations of Local Authorities.
• 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.
Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.
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