Posting Title:ADMINISTRATIVE ASSISTANT, G5
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:Department of Political Affairs and Peace-building
Duty Station:NEW YORK
Posting Period:16 September 2020 – 15 October 2020
Job Opening Number:20-Administration-DPPA-128350-R-New York (R)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Division for Palestinian Rights (DPR), established by the General Assembly, plays a substantive supporting role to the Committee on the Exercise of the Inalienable Rights of the Palestinian People. On behalf of the Committee, DPR maintains relationships with civil society, and produces annually several publications and studies pertaining to the rights of the Palestinian people.

This position is located in the Division for Palestinian Rights (DPR), Department of Political and Peace-Building Affairs (DPPA), at Headquarters in New York. The incumbent of the post will report directly to the Chief of the Division for Palestinian Rights..

Responsibilities

Under the supervision of the Director of the Division for Palestinian Rights, the incumbent 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 Division’s human resource activities.
•Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
•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:
•Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.

General Administration
•Drafts routine correspondence.
•Maintains files of rules, regulations, administrative instructions and other related documentation.
•Coordinates extensively with service units and liaises frequently with Division staff.
•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.

Contract Administration
•Assists with day-to-day administration of contracts between the Division 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.

Competencies

Professionalism: Ability to perform a broad range of administrative functions; – Ability to apply knowledge of various United Nations administrative, financial and human resources
rules and regulations in work situations; – Shows flexibility in assignments and the work environment; shows pride in work and in achievements; – Demonstrates professional
competence and mastery of subject matter; – Conscientious and efficient in meeting commitments, observing deadlines and achieving results; – 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 & 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.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience using Enterprise Resource Planning (ERP) systems such as Umoja would be desirable.
Experience in organizing meetings and travel is desirable.
Experience working in an international setting such as the United Nations or any other international organization would be desirable.
Experience in using recruitment platforms such as Inspira would be desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required; Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview and/or other assessment method.

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.

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 after submitting an application. Having passed the Administrative Support Assessment Test [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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity 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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