ESCWA Job Opening
Administrative Assistant, G5
|Posting Title:||Administrative Assistant, G5|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||Economic and Social Commission for Western Asia|
|Posting Period:||23 November 2018 – 22 December 2018|
|Job Opening Number:||18-Administration-ESCWA-107442-R-Beirut (E)|
Org. Setting and Reporting
This position is located within the National Agenda for the Future of Syria Programme in the Economic Development and Integration Division (EDID) of the Economic and Social Commission for Western Asia (ESCWA). The Administrative Assistant reports directly to the Programme Manager of the National Agenda for the Future of Syria and will be under the overall supervision of the Deputy Executive Secretary for Programmes.
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 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.
•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.
•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.
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.
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.
High school diploma or equivalent.
A minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources or related area. Demonstrated experience in organizing meetings and travel arrangements is desirable. Knowledge of ERP Systems is desirable.
English and French are the working languages of the United Nations. Arabic is also a working language of ESCWA. For this post, fluency in written and spoken English and Arabic is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST per applicable eligibility guidelines.
In addition to the above, the shortlisted candidates will undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.
Appointment against this post is on a local basis; candidates shall be recruited in the country of the duty station, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station.
Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.
The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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 Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2018 United Nations. All rights reserved
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Staff in the Field Service category are normally recruited internationally to serve in field missions. You are expected to be highly mobile and to serve in different locations during your career.
Staff members in the Professional and higher categories (P and D) are normally internationally recruited and are expected to serve at different duty stations throughout their career with the Organization.