ADMINISTRATIVE ASSISTANT , Economic Commission for Africa


Job Title: Administrative Assistant
Closing Date: 5 May 2016
Special Notice
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
External candidates will be responsible for any expenses incurred in order to take the GGST examination and, in the event of an employment offer, any cost related to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to obtain any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on a local basis and would not be entitled to international benefits.
Org. Setting and Reporting
This position is located in the Economic Commission for Africa’s Sub-Regional Office for Southern Africa in Lusaka, Zambia. The Administrative Assistant reports to the Administrative and Finance Officer (AFO).
Responsibilities
Under the guidance and supervision of the AFO, and within the delegation of authority, the Administrative Assistant will be responsible for the following duties and responsibilities:
  • Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
  • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
  • Reviews and processes personnel actions through Umoja
  • Advises staff on visa matters.
  • Provides advice and answers general queries on classification procedures and processes.
  • 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.
  • Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
  • Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
  • Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
  • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
  • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
  • Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and
  • Maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
  • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
  • Processes the payment of contractors’ invoices and monitor payments.
  • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
  • Performs and carries out other tasks and duties as assigned
Competencies
PROFESSIONALISM: Knowledge of, and ability to apply Administrative rules, regulations and procedures in the UN environment; Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance functions; Knowledge and ability to manage extra-budgetary resources; Ability to identify and resolve data discrepancies and operational problems; 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 personalconcerns; shows persistence when faced with difficult problems or challenges; remains calmin stressful situations.
CLIENT ORIENTATION: Considers all those to whom services areprovided to be “clients ” and seeks to see things from clients’ point of view; Establishes andmaintains productive partnerships with clients by gaining their trust and respect; Identifiesclients’ needs and matches them to appropriate solutions; Monitors ongoing developmentsinside and outside the clients’ environment to keep informed and anticipate problems; Keepsclients informed of progress or setbacks in projects; Meets timeline for delivery of products orservices to client.
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology;Understands applicability and limitations of technology to the work of the office; activelyseeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
Education
High school diploma or equivalent. Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
A minimum of ten years of experience in administrative services, finance, or a related area is required. Extensive specialized knowledge of administrative and financial rules, regulations, and processes in the United or a similar large intergovernmental organization is highly desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Knowledge of French is highly desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (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.
To apply for this job please visit the following URL: https://careers.un.org/lbw/jobdetail.aspx?id=58253 →
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