Administrative Assistant [Temporary]

UN

Org. Setting and Reporting

This position is located at MONUSCO within the Office of the Chief of Operations and Resource Management (CORM) in Kinshasa.

Responsibilities

Within delegated authority, the Administrative Assistant, FS-5 will carry out the following duties: Human Resources Management• Coordinate actions for transactions related to the administration of the CORM Office'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. • Oversee the maintenance of vacancy announcement files and keep track of the status of vacancy announcements for the CORM Office.• Maintains records of the performance evaluation status of the CORM Office. • Advise staff on relevant rules and regulations; coordinate the monitoring of ORM Pillar Staff compliance with UN mandatory trainings and completion of performance evaluation documents.• Assists with monitoring the CORM Office'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• Assist with the preparation and development of the CORM Office's work plan and budget.• Collect and consolidate data from relevant databases to facilitate the monitoring of budget expenditures for the CORM Office.• Assist in finalizing the cost estimates and budget proposals regarding staff and non-staff requirements for the CORM Office ensuring compliance with budget directives and other mission priorities.• Assist with data collection and consolidation for the preparation of the year-end budget performance report submission for the ORM Pillar.General Administration• Coordinate the provision of guidance, training, and daily supervision to other staff in the area of responsibility. • Handle the processing of all correspondence, e.g., receipt, review, login, and dissemination of incoming and outgoing documents ensuring that archival and retrieval systems are adequately implemented and maintained.• Manage the CORM’s agenda of meetings and liaise for dissemination of relevant information and documents.• Assist with the coordination of events, VIP visits, staff/operational meetings and workshops, UN delegations, and meetings with Senior Management, etc.• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.• Coordinate extensively with service units and frequently liaise with internal team members for enhanced information flow within the Pillar.• Consolidate regular collection of information and updates on ORM Pillar activities for submission to the Director of Mission Support.• Perform other related administrative duties, as required (e.g., , follow-ups on travel and other administrative related matters, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems).• Draft routine correspondence.• Perform other duties as required.

Competencies

• Professionalism – Substantive experience in and thorough knowledge of administrative functions (e.g., budget/ work programme, human resources, database management, etc.). 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 information, and identify/resolve data discrepancies and activity problems. Familiarity with all of the Pillar's business operations and objectives. A high degree of commitment to ensure the proper use of the unit's financial resources. Shows pride in work and 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 areas 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 a 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. A technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.

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, of which 3 years should have been at a supervisory level is required. Experience in providing administrative support services in international peacekeeping or military operations is highly desirable. Extensive knowledge of the UN Administrative rules, regulations and working practices pertaining to field missions is an advantage.

Languages

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

Assessment

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

Special Notice

• This position is temporarily available up to 30 June 2022. 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..• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.• 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 United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.• 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, 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.

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.