This post is located in the Executive Office of Department of Peacekeeping Operations/Department of Field Support and is under the general supervision of the Human Resources Officer. DPKO provides political and executive direction to UN Peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Departments works to integrate the efforts of UN, governmental and non-governmental entities in the context of peacekeeping operations. DPKO also provides guidance and support on military, police, mine action and other relevant issues to other UN political and peacebuilding missions. DFS provides support in the areas of finance, logistics, Information, communication and technology, human resources and general administration to help missions promote peace and security.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
- Process, monitor and follow-up on actions related to the administration of human resource activities, including recruitment of staff, promotion, transfer, assignment, special post allowance, extension of contract, separation, performance appraisal, ensuring consistency in the application of United Nations rules and procedures; process personnel actions in the UN SAP based ERP System (Umoja), to reflect staff movements.
- Respond to inquiries, provide information and advice to staff regarding their entitlements, conditions of service, duties and responsibilities under the Staff Rules and Regulations and related administrative procedures; monitor and maintain attendance records of staff members, including overtime and compensatory time off and confirmation of balances at end of service, both manually and in Umoja.
- Review monthly staffing tables and monthly payroll lock reports for corrective actions as necessary; liaise with clients and prepare travel requests in Umoja for on-boarding travel for staff and consultants.
- Draft correspondence in response to inquiries related to relevant administrative, personnel matters. Liaise extensively with counterparts in other Offices in the UN Secretariat such as Accounts Division, Office of Human Resources Management and other Executive Offices; maintain personnel working files for current staff members; process requests for UN ID cards, laissez-passers, certificates and visas.
- Monitor expenditures of offices under his/her area of responsibility; Coordinates with other finance and budget offices on related issues during preparation of budget and performance reports; Assists Administrative Officer in financial administration of trust fund projects within his/her area of responsibility.
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; Ability to analyse complex issues pertaining to human resources management; Ability to communicate with clients both verbally and in writing on a range of human resources related issues, particularly benefits and entitlements; 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.
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.
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.
High school diploma or equivalent.
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience in the application of human resources policies, regulations and rules is required. Experience with the HR Partner role of SAP based human resources information systems, such as Umoja or similar database applications, is required. Experience in recruitment and staffing table management, using Nova/Nucleus, or similar IT applications, is desirable. Experience administering contracts, travel, benefits and entitlements to a diverse set of clients in a UN Executive Office or Headquarters Deployment Group, or a similar office within an international organization, is desirable. Experience administering contracts for military and police seconded personnel is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of a second official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Duration of need:
31 December 2018.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
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
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
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.
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.