|Posting Title:||Assistant to the Resident Coordinator G-6, G6|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||Resident Coordinator System|
|Posting Period:||28 October 2020 – 10 November 2020|
|Job Opening Number:||20-Administration-RCS-143968-R-Asuncion (X)|
Org. Setting and Reporting
This position is located in the Office of the UN Resident Coordinator in Asuncion.
Under the guidance and direct supervision of the Resident Coordinator (RC), the Administrative Assistant to the RC ensures (i) effective and efficient functioning of the Resident Coordinator’s Office (RCO), (ii) full confidentiality in all aspects of assignment, (iii) maintenance of protocol procedures, (iv) management of information flow, and (v) follow up on deadlines and commitments made. The Administrative assistant works in close collaboration with UN entities and national authorities to ensure efficient flow of information, actions on instructions and agendas.
Within delegated authority, the EA will be responsible for the following duties: (These duties are generic and may not be carried out by all EA.)
Human Resources Management
•Provides support to the RC and the RCO international staff in relocation matters such as documentation, visas, travel arrangements, house and school search, etc.
•Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of consultants, , relocation, , training etc., ensuring consistency in the application of UN rules and procedures.
•Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IRIS.
•Monitors staffing table and prepare relevant statistical data/charts.
•Provides protocol coverage to meetings, events and written correspondence.
Budget and Finance
•Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
•Prepares or customizes financial reports from IRIS system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•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 seminars, conferences and translations).Contract Administration
•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.
Work implies frequent interaction with the following:
Staff within the RCO and UN entities, Government officials and other stakeholders.
Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff.
Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions. The key results have an impact on the efficiency of the RCO. Accurate analysis and presentation of information strengthens the capacity of the RCO and promote its image and that of UN entities as effective contributors to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
• 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& 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.
Secondary education with specialized secretarial training.
Seven years of progressively responsible secretarial, administrative, programme, budget/financial, human resources management, public relations and official protocol experience or related area is required.
Experience in the usage of computers and office software packages (Excel, MS Word, PDF, etc.) and in handling of web-based management systems is desirable.
Experience within the UN system and familiarity with the UNDS reform and the RC system is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Spanish is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General´s Gender Parity Strategy. Female candidates are strongly encouraged to apply for this position.
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.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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)
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