Org. Setting and Reporting

This position is located in the United Nations Office for West Africa and the Sahel (UNOWAS) located in Dakar, Senegal. The incumbent will report to the Special Representative of the Secretary General (SRSG) for West Africa and the Sahel and Head of UNOWAS

Responsibilities

Support to the SRSG• Manages the calendar of meetings and appointments of the SRSG with Heads of Missions, Prime Ministers, members of the government, diplomats, heads of international organizations, dignitaries and officials of high ranking positions. • Reads all the correspondence, both incoming and outgoing, takes the decision about priority to be given to documents and where necessary consulting the SRSG. The incumbent routes and distributes routine and confidential material; maintains political, constitutional, electoral, Code Cables and general management files.. • Prepares and administers the SRSG’s travel programme, collects folder for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and relevant information, brings sensitive and urgent matters to the attention of the SRSG.• Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and work flow in the office of the SRSG and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.• Handles a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statement, telecommunications charges, Equipment purchase, service and supply requisitions, conference rooms bookings, etc• Serve as communications link between supervisor and senior staff on behalf of supervisor• Performs other duties as assignedHuman Resources • Liaises with central administration/ executive services on actions with respect to transactions related to the administration of the office’s human resource activities, e.g., recruitment, placement, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Coordinates the induction and orientation of new staff members in the SRSG’s Office. Budget and Finance • Assists managers in the elaboration of resource requirements for budget submissions. • Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

Competencies

• Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Experience in communicating with senior officials and handling confidential information. 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.• 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.

Education

High school or equivalent diploma is required. Technical training in specialized secretarial and/or management/executive assistance training is highly desirable.

Work Experience

At least 8 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields. At least one year of experience working in the office of a senior public official and/or as Personal Assistant to a senior public official is required. Experience working in a UN Special Political Mission, UN Peacekeeping Operation, or other UN field operation or similar international organization is desirable. Experience working in the front office of a Special Representative of the Secretary-General or similar high ranking official is highly desirable.

Languages

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

Assessment

Initial appointment against this position is for a period of one year and may be subject to extension. Extension of the appointment is subject to Extension of the SRSG mandate and/or the availability of the funds.
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

Special Notice

• This position is temporarily available until 7 October 2019. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.