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Job Opening
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Posting Title: |
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ADMINISTRATIVE ASSISTANT, FS4
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Job Code Title: |
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ADMINISTRATIVE ASSISTANT
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Department/ Office: |
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United Nations Support Office in Somalia
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Duty Station: |
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MOGADISHU
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Posting Period: |
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10 October 2014-24 October 2014
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Job Opening number: |
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14-ADM-UNSOS-37939-F-MOGADISHU (M)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This position is located in the United Nations Support Office for AMISOM (UNSOA), based in Mogadishu. The Administrative Assistant will report to the Chief of Transport.
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Responsibilities
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Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties:
Human Resources Management
• Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members, training, etc…, ensuring consistency in the application of UN rules and procedures.
• Participate in the selection of candidates for the Section; evaluate and screen applications of such candidates, prepare profiles of candidates, conduct preliminary interviews and identify short-lists of candidates.
• Respond to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices, conditions of service, duties and responsibilities.
• Oversee the maintenance of the Section's vacancy announcement files and keep track of status of current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; prepare documents for promotion, special post allowance, review of entry level and within grade allowance panels.
Budget and Finance
• Assist in the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the Section’s budget, trust funds, grants and procurement.
• Consolidate data received from other unit's regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly section budget.
• Review expenditures and compare with the field mission approved budget; prepare adjustments as necessary. Assist the manager in the elaboration of resource requirements for budget submissions; coordinate with other finance and budget staff on related issues during the preparation of the budget report.
• Assist in the preparation of budget performance submissions and in the finalization of budget performance reports.
• Monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded.
• Review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.
General Administration
• Draft routine correspondence to respond to inquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants.
• Coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field.
• Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assist with the organization and coordination of seminars, conferences and translations.
• Guide, train and supervise more junior level staff.
• Perform other duties as required.
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Competencies
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• Professionalism – Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, etc. Knowledge and application of the UN systems, staff rules and regulations. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. High degree of commitment to ensure the proper use of the unit’s financial 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 area of work.
• Team Work - 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.
• Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.
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Education
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High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
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Work Experience
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At least 6 years of progressively responsible experience within the United Nations system or the private sector in the field of finance, accounting, human resources, audit, administrative services, or in other related fields. Knowledge of Umoja is highly desirable.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in oral and written English is required. Knowledge of a second United Nations official language is an advantage.
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Assessment
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Evaluation of qualified candidates may include an assessment exercise.
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Special Notice
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This "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.
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United Nations Considerations
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Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
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” on the upper right side of the browser on Inspira.
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.
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.
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No Fee
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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.
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