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Posting Title: ADMINISTRATIVE ASSISTANT, FS4
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic
Duty Station: BANGUI
Posting Period: 20 October 2017 – 03 November 2017
Job Opening Number: 17-Administration-MINUSCA-87003-R-Bangui (M)


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Special Notice

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.
– An impeccable record for integrity and professional ethical standards is essential. All staff of the Ethics Office are required to submit a financial disclosure statement upon appointment and annually thereafter.
– This vacancy is subject to availability of post. Staff members of the United Nations Secretariat must fulfill the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover note.
– These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval.
– This position is vacant due to the temporary assignment/secondment of the regular incumbent to another office/organization. The selection and extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien against this post. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
-The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. On the basis of that MoU and in light of the status of the UNJSPF, it was decided that staff members applying to posts at the P-5 level in the UNJSPF are exceptionally not subject to the lateral move requirement for purposes of eligibility. However, selected candidates who do not meet the lateral move requirements will be granted appointments strictly limited to service with the United Nations Joint Staff Pension Fund.

Org. Setting and Reporting

This position is located within the United Nations Multidimensional Integrated Stabilization Mission in The Central African Republic ( MINUSCA), in the Office of the Special Representative of the Secretary General. The Administrative provides high quality administrative, management and secretarial support to the Office of SRSG and ensures effective and smooth flow of work within the office.

Responsibilities

Within delegated authority the incumbent is responsible for the following duties:

HUMAN RESOURCES MANAGEMENT:
•Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
•Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•Monitors staffing table and prepares relevant statistical data/charts.

BUDGET AND FINANCE:
•Assists in the preparation and review of financial and human resource proposals/requirements.
•Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
•Assists with the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
•Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

GENERAL ADMINISTRATION:
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
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 seminars, conferences and translations).
•May be responsible for guiding, training, and supervising the work of more junior General Service staff.
CONTRACT ADMINISTRATION:
•Assists with the day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
•Audits the contractors’ invoices against the goods and services provided by the contractor as and when required. • Processes the payment of contractors’ invoices and monitor payments.
•Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Performs other duties, as required.

Competencies

•Professionalism: 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 & Organizing: 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.

•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.

Education

High School diploma or equivalent is required. Technical school or vocational certificate in administration-related activities or other courses and training programmes related to the work is desirable.

Work Experience

At least six (6) years of progressively responsible experience in the field of finance, accounting, human resources, audit, administrative services or other related fields. Experience in the United Nations system or other international organization is an advantage.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English, (both oral and written) is required; Working knowledge of French is required.

Assessment

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

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