|Posting Title:||Administrative Assistant, G6|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||Economic and Social Commission for Western Asia|
|Posting Period:||11 March 2019 – 09 April 2019|
|Job Opening Number:||19-Administration-ESCWA-113206-R-Beirut (O)|
Org. Setting and Reporting
This position is located within the Office of the Director of the Sustainable Development Policies Division (SDPD) of the Economic and Social Commission for Western Asia (ESCWA). The Administrative Assistant reports directly to the Director of SDPD.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
1 – Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, visa applications, etc.).
2 – Maintains liaison with the Executive Office , service units and other divisions regarding on-going programmes and other administrative matters.
3 – Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. Assists in the preparation of presentation materials using appropriate technology/software.
4 – Ensures smooth and efficient information flow within the Division; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
5 – Attends meetings, prepares minutes, and monitors follow-up activities.
6 – Assists in the coordination and preparation of background material for talking points, briefing notes and presentations as requested.
7 – Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
8 – Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
9 – Maintains files (both paper and electronic) and databases for work unit.
10 – Assist in guiding, training, and supervising the work of more junior General Service staff.
11 – Performs other duties as assigned.
Human Resources Management:
12 – Initiates, reviews, processes and follows-up on actions related to the administration of the 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.
13 – Oversees the maintenance of job opening files and keeps track of status of job openings.
14 – Monitors staffing table and prepare relevant statistical data/charts.
15 – Coordinates and monitors training requests across the Division.
Budget and Finance:
16 – Provides administrative assistance relating specifically to the financial management of the Division resources.
17 – Assists with the request for Delegation of Authority (DOA) and prepares the memorandums to Directors and Chiefs of Sections.
18 – Assists in the preparation and review of financial and human resource proposals/requirements.
19 – Assist in monitoring expenditures and compares with approved budget; prepares or customizes financial reports from Umoja system generated reports.
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.
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 seven years of experience in administrative services, human resources, finance or related area.
English and French are the working languages of the United Nations Secretariat. 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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