ADMINISTRATIVE ASSISTANT

at  United Nations

Org. Setting and Reporting
This position is located in the United Nations Representative in the Geneva International Discussions (UNRGID) at Geneva. The incumbent will directly report to the Senior Political Affairs Officer with a secondary reporting line with the UN Representative.
Responsibilities
Under the overall supervision of the Assistant Secretary-General of UN Representative to the Geneva International Discussions and the direct supervision of the Senior Political Affairs Officer, the incumbent is responsible for the following tasks: General Administration • Handles a wide range of administrative duties/processes, (e.g., travel arrangement visa application, expense statements, conference room bookings, etc.). Responds to inquiries and provides information to stuff. • Prepares maintains and updates files (electronic and paper) and manages, updates, and further develops and or improves internal databases. • Designs and generates a variety of periodic and ad hoc reports from various database, statistical tables, graphic contents, and other background materials/notes to facilitate inspection and other reviews. • Drafts correspondence and communications related to all aspects of administration, communicates relevant information to senior management and coordinates responses to inquiries on behalf of the supervisor. • Initiates physical space planning; identifies office technology needs and maintenance of equipment software and systems. • Organizes and coordinates meetings and handles all necessary arrangements. • Prepares and processes UN forms and permissions for staff, including UN ground passes, and other access and door keys if needed. • Coordinates extensively with colleagues and stuff to ensure deadlines are met and proposals and actions adhere to policies and rules. • Identifies complex or sensitive subjects for special treatment as well as priority issues that need to be brought to the supervisor’s attention. Budget and Finance • Monitors expenditures of the UNRGID and compares with approved budget and the appropriations as they are issued. Prepares adjustments and redeployments as necessary. • Assists in preparation of budget performance submissions and finalization of budget performance reports. Analyzing variances between approved budgets and actual expenditure and presenting conclusions for review by managers. • Performs other duties as required. Procurement • Is responsible for procurement and requisition of supplies and/or equipment and ensures that these items are securely and properly stored. • Receives requests and allocates approved request for furniture and supplies. Human Resources • Supports the UNRGID in actions (including review, monitor of cases and priorities, and follow up as necessary) related to the administration of the Mechanism’s human resources activities, e.g. recruitment of stuff ensuring consistency in the application of UN rules and procedures.
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. Knowledge and expertise in the use of ERP tools, such as Umoja and Inspira. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. 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. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. 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.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Not available.
Work Experience
At least seven (7) years of experience in management, human resources, administrative services, general office support or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level of university degree or higher. Experience in the use of Enterprise Resource Planning (ERP) tools, such as Umoja and Inspira, is required. At least five (5) years of experience within the United Nations System or similar international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and knowledge of French are required. Knowledge of another official United Nations language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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

Please refer the Job description for details