Posting Title:ADMINISTRATIVE ASSISTANT, G6
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:United Nations Assistance Mission for Iraq
Duty Station:BAGHDAD
Posting Period:10 February 2020 – 24 February 2020
Job Opening Number:20-Administration-UNAMI-131096-R-Baghdad (M)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Office of Chief Mission Support in the United Nations Assistance Mission for Iraq (UNAMI), Baghdad. The Administrative Assistance reports directly to the Chief Mission Support (CMS).

Responsibilities

The Administrative Assistant will perform the following duties:
– Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial audit and personnel matters.
– Coordinates extensively with services, sections or units and liaises frequently with internal team members in the field mission.
– 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.
– Coordinates regularly with services and sections and liaises, as needed, with internal team members both at the mission and in outstations.
– Coordinates meetings and conferences.
– Records minutes of meetings.
– Translates, whenever required, from Arabic to English and from English to Arabic.
– Maintains files for the Office as required.
– Performs 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 system, organizing and coordinating seminars, conferences and translation).
– May be responsible for guiding, training, and supervising the work of more junior general Service Staff.
– Assists with day-to-day administration of contracts between the office and other sections and contractors for outsourced services.
– Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
– Assists in preparation of budget performance submission and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
– Initiates, reviews, processes and follows-up on actions related to the administration of the Office.
– Coordinates with other finance and budget staff on related issues during preparation of budget reports.
– Performs other duties as required.

Competencies

Professionalism: In-depth knowledge of Microsoft Office applications (Excel, Word, Power Point, Access). 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. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven (7) years of progressively responsible professional experience in the field of administrative services, finance, accounting, audit, human resources or related field is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and Arabic is required.

Assessment

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

Special Notice

– This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

– The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.


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.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2020 United Nations. All rights reserved

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