United Nations Jobs - Administrative Assistant

 Job Title:   Administrative Assistant 

Organization: United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA)

Duty Station: Entebbe, Uganda

Grade: GL-4

Job Opening Number: MINUSCA-2015-GS-ADMN-063

Report to: Chief Contract Management

About MINUSCA:

The Security Council established the United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA) by its resolution 2149 (2104) of 10 April 2014

and requested the Secretary-General to subsume BINUCA in the new mission as of the date of the adoption of that resolution.  It further requested the Secretary-General to ensure a seamless transition from BINUCA to MINUSCA.

Acting under Chapter VII of the Charter of the United Nations, the Security Council authorized MINUSCA to take all necessary means to carry out its mandate, within its capabilities and its areas of deployment.

Key Duties and Responsibilities: Within delegated authority; the Administrative Assistant will be responsible for the following duties:

1. Human Resources Management:

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc in electronic information systems.
• Regularly reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, services as necessary.
• Maintains and reviews staffing tables; prints and reviews IMIS reports.

2. Budget and Finance:

• Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Regularly reviews status of relevant expenditures and compares with approved budget
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Prepares statistical tables and standard financial reports

3. General Administration:

• Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff
• Updates and maintains files of rules, regulations, administrative instructions and other related documentation.
• Drafts routine correspondence
• Maintains up-to-date work unit files (both paper and electronic).
• Actively 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; organizing and coordinating administrative arrangements for seminars, conferences and translations, identification of office technology needs and maintenance of equipment, software and systems

4. Contract Administration:

• Supports the day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services rendered 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.

Qualifications, Skills and Experience: 

• The ideal candidate for the United Nations MINUSCA Administrative Assistant job opportunity should hold a High school diploma or equivalent
• A minimum of four years’ experience in administrative services, human resources, finance, accounting, audit or a related area.
• Language: English and French are the working languages of the United Nations Secretariat For die post advertised, fluency in oral and written English is required. Working Knowledge of another official United Nations language is an advantage.

Personal Competencies:

• Professionalism: Ability to perform a broad range of administrative functions, eg., 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. 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
• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• 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.
• Planning& 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.
• Accountability: Takes ownership of all responsibilities and honors commitments; delivers output for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
• 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 die 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
• Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/ profession; actively seeks to develop oneself professionally and personally; contributes to the learning subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
• Technological Awareness: Keeps abreast of available technology; understands applicability  of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

How to Apply:

All suitably qualified and interested candidates desiring to serve the United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA) in the aforementioned capacity express their interest by sending the following documents;

• An Updated CV
• The United Nations Personal History Form (P-11), download here
• Academic certificates and High School Diplomas
• Birth Certificate - if not, a combination of (i) Assessment of Age and National ID Card (the Assessment of Age on its own isn't acceptable)
• Three letters of reference from former employers or academic instructors for external candidates.
• Internal candidates must submit two of the most recent performance evaluations (EPAS)

All the above completed documents should be sent via E-mail to: minusca-recruitmentNTL@un.org. Please label the subject of your E-mail as VA MINUSCA-2015-GS-ADMN-063.

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