UN Secretariat,Department of Peacekeeping Operations-Vacancies,USA

post:Administrative Assistant, New York
UN Secretariat, New York

Job Title:Administrative Assistant, G5

Department/ Office:Department of Peacekeeping Operations

Duty Station;NEW YORK


Posting Period;10 May 2013-9 June 2013

Job Opening number:13-ADM-DPKO-28149-R-NEW YORK (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Policy and Best Practices Service of the Policy Evaluation and Training Division, DPKO and DFS. The incumbent reports to the Deputy Chief, Policy and Best Practices Service (PBPS).

Responsibilities

Within delegated authority, and under the direct supervision of the Deputy Chief, Policy and Best Practices Service (PBPS), the incumbent will carry out the following duties:

HUMAN RESOURCES MANAGEMENT
Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit's human resource activities, 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 staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.

BUDGET AND FINANCE
Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables.

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 performance submissions.

Prepares statistical tables and standard financial reports.

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.

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.

Acts as IT focal point for receipt and processing of user requests.

Maintains regular contact with users and IT technical staff in user offices and provides basic support as required.

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.

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.

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.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.

Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.

Languages
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.

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

Special Notice

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 Support Assessment 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 catergory in the United Nations.

This post is funded or at least one year period and is financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval.

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.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Closing Date: Sunday, 09 June 2013
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