Administrative Assistant, Mogadishu, Somalia
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Location:
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Salary:negotiable
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Job type:Contract
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Posted:1 year ago
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Category:Project Manager
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Deadline:22/05/2022
Posting Title: ADMINISTRATIVE ASSISTANT, FS5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Assistance Mission in Somalia
Duty Station: MOGADISHU
Posting Period: 11 May 2022 – 24 May 2022
Job Opening Number: 22-Administration-UNSOM-174247-F-Mogadishu (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
This position is located in the field mission of the United Nations Assistance Mission in Somalia (UNSOM). The Administrative Assistant, FS-5, will be based in Mogadishu, serve in the Office of the Deputy Special Representative of the Secretary General- Resident Coordinator/Humanitarian Coordinator (DSRSG/RC/HC).
The Administrative Assistant provides high quality administrative, management and budget support to the Pillar for the effective and smooth flow of work within the office.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management
- Coordinates actions with respect to transactions related to the administration of the section’
s/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. Liaises with the relevant
administrative and human resources offices as required.
- Oversees the maintenance of vacancy announcement files and keeps track of status of
vacancy announcements.
- Maintains records of the performance evaluation status of the section/office. Assists in
formulating responses related to rebuttal cases.
- Advises staff on visa matters and other relevant rules and regulations; coordinates the
induction and orientation of new staff members in the section/office.
- Provides advice and answers queries on classification procedures and processes.
- Provides information and advices to staff/consultants with respect to conditions of service,
duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
- Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g.,
appointments, retirements, expiration of appointments, reassignments, transfers, and
movement of staff.
Budget and Finance
- Provides expert assistance and coordination in the preparation and development of the
section’s/office’s work plan and budget.
- Assists in monitoring budget/work plan with respect to various budgets, on a regular basis,
suggests reallocations of resources and implement the reallocations as necessary.
- Collects data from relevant databases and prepare customized financial reports when
required.
- Reviews, analyzes, and assists in the finalization of the cost estimates and budget proposals,
in terms of staff and non-staff requirements for the section/office, including programmatic
aspects.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommend reallocation of funds as
necessary.
- Reviews and verifies the availability of funds for all requisitions ensuring that the correct
object of expenditure has been charged. Ensures that the allotments and exchange rates
within the relevant systems are updated on a regular basis.
- Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring
compliance with regulations and rules and established policies and procedures.
- Assists in the preparation of the year end budget performance report submissions.
- Assists in finalization of budget performance reports, analyzing variances between approved
budgets and the actual expenditures.
General Administration
- Coordinates the provision of guidance, training, and daily supervision to other staff as regard travel, information management, filling and other from his/her area of responsibility.
- Organizes all administrative requirements with respect to the official travel by making travel arrangements and coordinating all administrative, logistical and security requirements.
- Establishes and maintains a filing system for correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature. Maintains policy, confidential (code cables) and general management file.
- Maintains an overview of the work of the Office to ensure that timely administrative support is provided in general and specialized areas.
- Identifies and resolves diverse issues and problems as they arise, determining the appropriate
actions.
- Coordinates extensively with service units and liaises frequently with internal team members.
- Performs other related administrative duties, as required (e.g., operational travel program,
monitoring accounts and payments to vendors and individual contractors for services,
physical space planning and the identification of office technology needs and maintenance of
equipment, software, and systems, organizes and coordinates seminars, conferences, and
translations).
- Provides back up to the ODSRSG/RC/HC during leave of absence of the executive assistant.
CompetenciesProfessionalism: Ability to perform a broad range of administrative functions which should include budget/work programme, human resources and database management. Knowledge and application of various United Nations administrative rules and regulations in work situations. High degree of commitment to ensure the proper use of the Office’s resources. 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.
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.
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 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.
EducationHigh school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.
Work ExperienceAt least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.
Previous experience working in direct support / a front office role of a Senior United Nations Official in a UN political or peace operation is required.
Previous experience with administrative functions in support of substantive units requiring sound communication, judgment, strong organizational skills, and discretion is required.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position fluency in English, (both oral and written) is required.
AssessmentPreviously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special NoticeThis “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
United Nations ConsiderationsAccording 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 FeeTHE 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.
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