Administrative Assistant,Needed,UN Secretariat, New York,USA

Post:Administrative Assistant, New York
UN Secretariat, New York

Job Title: Administrative Assistant, G7

Department/ Office: Department of Management

Duty Station: NEW YORK


Posting Period: 14 May 2013-13 June 2013

Job Opening number: 13-ADM-DM-28110-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Executive Office of the Department of Management in New York.

Responsibilities

•     Within delegated authority, and under the supervision of the Administrative Officer(s) the incumbent will be responsible for the following duties:
•     Coordinates various actions related to the personnel and general administrative support and related policies and procedures for a major component of the Department of Management.
•     Processes, monitors and follows up on actions related to the administration of human resources activities including recruitment of staff, assignment, transfer, promotion, special post allowance, extensions of contracts, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of the United Nations rules and procedures.
•     Processes personnel actions through the Integrated Management Information System (IMIS), to reflect staff movements.
•     Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations and related administrative procedures.
•     Monitors and maintains attendance records of staff members, including overtime and compensatory time off and confirmation of balances of staff members at end of service, both manually and in IMIS.
•     Monitors IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
•     Provides assistance with monitoring staffing tables, upcoming retirements, extensions of appointments, post incumbencies, movements of staff, etc. as well as with the generation and maintenance of other HR-related reports (Inspira, HR Action Plans, Mobility, etc.)
•     Reviews monthly staffing tables and monthly payroll withhold reports for corrective actions as necessary. Prepares travel requests in IMIS for all official travel for staff and consultants, reviews related claims for reimbursements for certification by the Certifying Officers. Prepares financial cables.
•     Drafts correspondence in response to enquiries related to relevant administrative, personnel matters. Liaises extensively with counterparts in other Offices in the UN Secretariat such as Accounts Division, Office of Human Resources Management and other Executive Offices. Maintains personnel working files of staff members. Processes requests for UN ID cards, laissez-passers, certificates and visas.
•     Serves as one of the Team Leads and trains/guides staff as required
•     Performs other duties as assigned

Competencies

    PROFESSIONALISM:

•     Knowledge of United Nations Staff Rules and Regulations, administrative procedures, IMIS and database management.
•     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; is conscientious and efficient in meeting commitments, observing deadlines and achieving results:
•     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 AND 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.

CLIENT ORIENTATION:

    Considers all those to whom services are provided to be 'clients' and seeks to see things from clients' point of view;
    establishes and maintains productive partnerships with clients by gaining their trust and respect;
    identifies clients' needs and matches them to appropriate solutions;
    keeps clients informed of progress or setbacks in projects/actions.

Education

High school diploma or equivalent.

Work Experience

•     Ten years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
•     Experience in processing of personnel actions and
•     providing information/advice concerning conditions of service, entitlements, administrative procedures, under relevant staff rules and regulations is required. Experience with IMIS desirable.
•     Experience with monitoring staffing tables/staff movements and extracting /preparing related functional reports would be desirable.
•     Experience working in EO setting would be desirable.
•     Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.

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.
•     Assessment Method
•     A competency-based interview will be used to evaluate candidates.

Special Notice

•     Availability of the post/position will determine the reporting date for this Job Opening following completion of the selection process.
•     Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
•     Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
•     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.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Closing Date: Thursday, 13 June 2013
http://unjobs.org/vacancies/1368655207697