Administrative Assistant

UN

Org. Setting and Reporting

This position is located in the United Nations Mission to Support the Hudaydah Agreement. The incumbent will be based in Hudaydah and will report to the Deputy Head of Mission (DHoM).

Responsibilities

Under the direct supervision of the DHOM, The Administrative Assistant provides high quality administrative, management and secretarial support to the DHoM and ensures the effective and smooth flow of work within the office.Within delegated authority of the DHoM, the Administrative Assistant FS-5 may be responsible for the following duties:- Prepares and coordinates the daily agenda of the DHoM and the tentative agenda of his/her future commitments: receives and requests appointments, receives high-ranking visitors and coordinates their visits with the Special Assistant; follows up on replies to invitations, changes of dates and/or venues of meetings and deadlines for submission of speeches, presentations, credentials, press articles, etc.- Schedule appointments/meetings based on workload and protocol requirements and prepare relevant material for such appointments/meetings; notify all relevant professional staff of the daily appointments and coordinate the attendance of the necessary staff.- Organize all administrative requirements with respect to the DHoM's official travel by making travel arrangements and coordinating all administrative, logistical and security requirements; Remit relevant travel documentation to the Travel Unit upon DHoM's return. Ensure that all concerned are informed of the DHoM's scheduled activities.- Anticipate DHoM's requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up to date.- Maintains an overview of the work of the DHoM' s office to ensure that timely administrative support is provided in general and specialized areas.- Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the DHoM.- Establishes and maintains a filing system for DHoM 's correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.- Coordinate the secretarial service of the office, distributes special assignments to other staff in the unit and clear correspondence for the supervisor's signature;- Take dictation, using either shorthand or directly on computer on a variety of subject matters and transcribe, ensuring that spelling, punctuation and format are correct, and where necessary, maintaining a high-level of confidentiality;- Maintain policy, confidential (code cables) and general management files;- Process and follow-up on actions related to the administration of the Office of DHOM human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc; Liaises and follow-up with the Human Resources Section on issues related to administration of benefits, and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations.- Monitor attendance, sick leave and annual leave of staff reporting to the DHoM; Refer and highlight issues which require immediate attention of the DHoM;- Assists in preparation of budget performance submissions and in the finalization of budget performance reports. Work implies frequent interaction with the Political Pillar components, Mission Support staff, Front Offices and Human Resources.- Preforms any other duties as may be assigned..

Competencies

Professionalism: Ability and experience across a broad range of administrative functions which should include budget/work programme, human resources and database management. Knowledge and application of the UN systems and Staff Regulations and Rules. High degree of commitment to ensure the proper use of the Unit's resources. Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility. 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 areas 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.

Education

High school diploma or equivalent is required. Additional technical training in secretarial or administration 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 administratiion, budget, finance, logistical services, or in other related fields is required. Two years of experience in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programs) or similar international organization or non-governmental organization is required. Experience supporting the front office of a senior official in either a government institution or an international organization (UN equivalent D2-level or above) is required. Relevant experience providing administrative, financial and budgetary, logistical support, staff training, programs/projects support is required. Experience using Enterprise Resource Planning (ERP) tools is desirable (e.g Umoja). Experience working in Middle East and North Africa (MENA) is highly desirable.

Languages

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

Assessment

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

Special Notice

Extension of the appointment is subject to extension of the 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.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.

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.