Org. Setting and Reporting
This position is located in the Mission Support Centre (MSC), within the United Nations Support Office in Somalia (UNSOS) based in Mogadishu. The incumbent will report to the Chief MSC.
Responsibilities
Within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
• Oversees the HR processes with regards to recruitment follow up, administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
• Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office.
• Provides advice and answers queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
• Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.
• Ensures follow up on HR tracking processes in coordination with HR colleagues and keeps Pillar and Section Chiefs informed.
Budget and Finance
• Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations, as necessary.
• Collects data from relevant databases and prepare customized financial reports when required.
• Reviews, analyses and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects:
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommend reallocation of funds, as necessary.
• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of the year end budget performance report submissions.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.
General Administration
• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Coordinates extensively with service units and liaises frequently with internal team members at section and pillar level in the field mission.
• Screens and prioritizes all incoming correspondence, compiles relevant background documents and references, identifies issues requiring the Chief MSC’s attention and refers others to relevant officers for appropriate disposition, monitors and follows-up on actions to be taken.
• Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of UNSOS leadership.
• Assists in the overall administration of the front office, provides substantive and administrative support in managing priorities and workflow in the Pillar/Section, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.
• Handles a wide range of administrative duties and processes, leave requests, attendance records, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference rooms booking, etc.
• Serves as communications link between supervisor and senior staff on behalf of supervisor.
• Prepares briefing notes, talking points and meeting minutes as required.
• Ensures follow up on actions points and deliverables.
• Develops and maintains working relations with counterparts in ATMIS, UNSOM and FGS.
• Liaises with the relevant administrative and human resources offices as required.
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinates enhancements, as necessary.
• Coordinates extensively with staff within pillar and interpillar and liaises frequently with UNSOS team members to execute assigned tasks.
• Assists in the planning and coordination of activities for mission support operations.
• Acts as focal point for logistics coordination within the pillar and the section; Ensures the office/section maintains up-to-date logistics needs and logistics plans; maintains and monitors requisitions and the progress of related procurement activities;
• Performs other duties as assigned.
Competencies
Professionalism: Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; 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.
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 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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.
Work Experience
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required of which three (3) years should have been at a supervisory.
Experience working in UN field missions or comparable international organizations is desirable.
Experience in international operations in a post-conflict environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required.
Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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.
