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  • Posted: Nov 10, 2021
    Deadline: Nov 14, 2021
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  • The United Nations is an international organization founded in 1945. It is currently made up of 193 Member States. The mission and work of the United Nations are guided by the purposes and principles contained in its founding Charter. UN Photo United Nations Headquarters in New York City. Due to the powers vested in its Charter and its unique intern...
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    Administrative Assistant G6

    Job Opening Number: 21-Administration-RCS-167603-R-Abuja (X)
    Location: Abuja
    Department / Office: Resident Coordinator System
    Staffing Exercise: N/A

    Responsibilities
    Within delegated authority, the Administrative Assistant will be responsible for the following duties:

    Human Resources Management:

    • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of consultants, placement, 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 Umoja.
    • Monitors staffing table and prepare relevant statistical data/charts.

    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, LMRs 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 Umoja system generated reports.
    • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

    General Administration:

    • 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.
    • Provide support to office operations by coordinating and monitoring relevant business processes, procedures and activities, especially paying attention to detail and adhering to deadlines
    • Provide support to the Operations Management Team (OMT) in the formulation and implementation of UNCT decisions in respect to Business Operations Strategy (BoS), Common Premises and Common Back Office.
    • 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 incoming missions, seminars, conferences and translations).
    • Maintains office filing system in accordance with established systems including inventory of files;
    • May be responsible for guiding, training, and supervising the work of more junior General Service staff.
    • Acts as a focal point for Umoja requisitioner and petty cash custodian for the Country Office
    • May be responsible for guiding, training, and supervising the work of more junior General Service staff.

    Contract Administration / Procurement:

    • Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors
    • Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders
    • Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services
    • Maintains internal files and relevant documentations for procurement activities
    • Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities
    • Processes the payment of contractors' invoices and monitor payments upon satisfactory receipt and performance
    • 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.

    Education

    • High school diploma or equivalent 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.

    Work Experience:

    • A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
    • Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
    • Work experience with the United Nations or similar international organization is desirable.
    • Languages
    • English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
    • "Fluency equals a rating of "fluent” in all four areas (read, write, speak, understand) and " Knowledge of equals a rating of' confident" in two of the four areas.

    Competencies
    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. ·

    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.

    Creativity:

    • Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

    Commitment To Continious Learning:

    • Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

    Assessment:

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

    Method of Application

    Special Notice

    • Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
    • 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.
    • The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies.
    • We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.
    Interested and qualified? Go to United Nations on careers.un.org to apply

    Note: Never pay for any training, certificate, assessment, or testing to the recruiter.

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