Org. Setting and Reporting

The position is located in the Office of the Head of Mission / Chief Military Observer of the United Nations Military Observer Group in India and Pakistan, under the overall supervision of the HoM/CMO. The position is based in Islamabad, Pakistan from 01 May to 31 October and in Srinagar, Indian Administered Kashmir from 01 November to 30 April as UNMOGIP HQ rotates bi-yearly.

Responsibilities

Within delegated authority, the Administrative Assistant FS-5 may be responsible for the following duties: 

General Administration
• Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility. • Provide assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate. • Identify and resolve diverse issues and problems as they arise, determining the appropriate actions. • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission. • Frequent interactions with Military Operations Staff Officers, Host Governments Army General HQ and Liaison Offices, Ministries of Foreign/External Affairs and Diplomatic entities in the mission. • Coordinates the administrative and logistic requirements of the bi-yearly movement of UNMOGIP HQ between India and Pakistan. • Organize and lead the bi-yearly medal parade in coordination with the Mission Support sections. Coordinates the travel arrangements of the Head of Mission and raise the relevant travel request and expense report • Drafts office related documentation, including notes, correspondence on behalf of the Head of Mission, summary reports, situation and daily reports, briefing notes, memorandums, code cables, etc. • Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations) • Perform other related administrative duties, as required.


Human Resource Management 
•Coordinate actions with respect to transactions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required. •Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements. •Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the unit. •Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations. •Monitor unit’s staffing table for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance
•Provide assistance and coordination in the preparation and development of the unit’s work programme and budget. •Assist in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary. •Collect data from relevant databases and prepare customized financial reports. •Provide assistance in the review and preparation of the medium-term plan and its revisions. •Assist managers in the elaboration of resource requirements for budget submissions. •Monitor budget implementation/expenditures and recommend reallocation of funds as necessary. • Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Assist in the preparation of the year end budget performance report submissions. • Assist in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

Competencies

Professionalism – Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. High degree of commitment to ensure the proper use of the unit’s financial resources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.

Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.

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.

Education

High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields, of which three (3) years should have been at a supervisory. Experience in international operations in a post-conflict environment is desirable.

Languages

English and French are the working languages of the United Nations. For the positions advertised fluency in English (oral and written) is required. Knowledge of another UN official language is an advantage.

Assessment

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

Special Notice

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

This Job Opening is open for rostered and non-rostered candidates. The applicants who are recommended after the evaluation but are not selected will be placed in the rosters of pre-approved candidates.

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.

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.