OHCHR-ADMINISTRATIVE ASSISTANT

UNITED NATIONS – Human Rights

ADMINISTRATIVE ASSISTANT – BEIRUT

 
Posting Title: ADMINISTRATIVE ASSISTANT (Temporary Job Opening), G5 (Temporary Job Opening)
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Office of the High Commissioner for Human Rights
Duty Station: BEIRUT
Posting Period: 12 December 2017 – 18 December 2017
Job Opening Number: 17-Administration-OHCHR-90152-J-Beirut (T)

Special Notice

Notes:

* THIS POSITION IS FROM AS SOON AS POSSIBLE UNTIL 30 AUGUST 2018, WITH POSSIBILITY OF EXTENSION. • A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. • Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. • The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. • Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, 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 and/or violations of international human rights law and international humanitarian law. • For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. • The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. • Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Org. Setting and Reporting

This temporary position is located in the Field Operations and Technical Cooperation Division (FOTCD) in the Office of the High Commissioner for Human Rights (OHCHR) under the overall supervision of Coordinator of the secretariat of the Group of Experts on Yemen, based in Beirut, Lebanon.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

HUMAN RESOURCES MANAGEMENT  •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 Umoja reports. BUDGET AND FINANCE  •Monitors status of TAM expenditures and allotments through Umoja, records variations, updates budget tables. •Consolidates data received and provides support to higher-level staff with respect to budget reviews. •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 Section units and liaises frequently with internal team members. •Performs other related administrative duties, as required, e.g., operational travel programme; organizing and coordinating administrative arrangements for seminars, conferences and translations. CONTRACT ADMINISTRATION  • Prepares and processes all United Nations (UN) forms and permissions for the staff members of the Section, including: UN grounds passes, property passes, UN parking permits, swipecard 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.

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. 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. 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 ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; – Keeps clients informed of progress or setbacks in projects; – Meets timeline for delivery of products or services to client. Education

High school diploma or equivalent.

Work Experience

Five years of experience in administrative services, human resources or related area. One year of experience with the United Nations is desirable. Experience working with UMOJA is desirable. Prior experience with Commissions of Inquiry/Fact-Finding Missions/human rights field presences is desirable

Languages

For the post advertised, fluency in English and Arabic is required. Fluency in French is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based 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. No Fee

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.

 

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