Administrative assistant, G-6

Vacancy number: 13/81

United Nations Core Values: Integrity • Professionalism • Respect for diversity

Summary of main duties

Under the direct supervision of the Programme Management Officer, the incumbent will:

1. Human Resource Management: a) Initiate, review, process and follow-up on actions related to the administration of the unit’s human resources activities, ensuring consistency in the application of UN rules and procedures. b) Respond to inquiries and provide advice and guidance to staff regarding their entitlements, administrative procedures, possesses and practices, conditions of service, duties and responsibilities, privileges and entitlements. c) Assist in the maintenance of job opening announcement files in Inspira and keep track of the status of job openings and temporary vacancy announcements. Review and process personnel actions generated through Integrated Management Information System (IMIS). d) Enter and maintain administrative data such as time and attendance in electronic information systems. e) Assist in resolving issues and problems on contract extensions, entitlements, and recruitment procedures by determining appropriate action.
2. General Administration: a) Draft or prepare correspondence to respond to enquiries in respect to relevant administrative and personnel matters. b) Coordinate extensively with service units and liaise frequently with staff members both at headquarters and in the regional offices on relevant administrative duties. c) Perform other related administrative duties as required.
3. Responsible for guiding training and supervising the work of more junior General Service staff.

Competencies

Professionalism: Ability to perform a broad range of administrative functions e.g. human resources and operational support. Ability to apply knowledge of various UN administrative, financial and human resources rules and regulations in work situations; is conscientious and efficient in meeting commitments, observing deadline and achieving results; shows persistence when faced with difficult challenges; remains calm in stressful situations.

Planning and organizing: Develops clears goals that are consistent with agreed strategies. Ability to plan own work and manage conflicting priorities. Ability to identify priority activities and deliver assignments in a timely manner; allocates appropriate amount of time and resources for completing work.

Teamwork: Ability to establish and maintain effective working relations in a multicultural and multi ethnic environment with sensitivity and respect for diversity. Works collaboratively with colleagues to achieve organizational goals.

Communication: Ability to speak and write clearly and effectively. Ability to draft/edit a variety of correspondence and other communications, reports etc.

Qualifications

Experience: At least seven years of experience in human resources and administration. Experience with the United Nations is an asset. Experience in working with Human Resources related systems (e.g. inspira and the integrated management information system) is desirable. Work experience in Staff recruitment is an asset.

Education: High school diploma or equivalent certification. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.

Languages: Fluency in English and French. Knowledge of Spanish is an asset.

Additional comments

Please indicate the percentage of the working period (e.g. 30%, 70%, etc) if:

• you worked and studied at the same time,
• you worked part-time,
• you had two different jobs at the same time.