Org. Setting and Reporting
This position is located in the field mission of the United Nations Assistance Mission in Somalia (UNSOM). The Administrative Assistant, FS-5, will be based in Mogadishu, and will report to the Director, Rule of Law and Security Institutions Group (ROLSIG).
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
•Coordinates with respect to transactions related to the administration of the ROLSIG Uniformed Personnel, e.g., deployment, repatriation, performance appraisal, tour of duty extensions, staffing tables, training etc., ensuring consistency in the application of Uniformed Personnel Policies. Liaises and coordinates extensively with the relevant administrative and human resources offices in support to Uniformed Personnel.
• Advises Uniformed Personnel on relevant rules and regulations and policies; coordinates the check-in and induction of newly deployed Uniformed Personnel.
• Provides information and advice to Uniformed Personnel with respect to conditions of service, duties and responsibilities and entitlements under the Uniformed Personnel Policies.
• Monitors Uniformed Personnel staffing tables for a variety of human resource activities, e.g., deployments, repatriations, and extensions.
• Maintain Uniformed Personnel Attendance Records and monthly compilation and submission to Human Resources; upload Unformed Personnel Leave Requests in FSS; raise Travel Requests and Expense Reports in Umoja, on their behalf.
General Administration
• Identifies and resolves diverse Uniformed Personnel issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members on behalf of Uniformed Personnel.
• Performs other related administrative duties, as required (e.g., physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates retreats, conferences and meetings).
• Provides back up to the Personal Assistant to the Director of ROLSIG during leave of absence.
Competencies
Professionalism:
Ability to perform a broad range of administrative functions which should include budget/work programme, human resources, and database management. Knowledge and application of various United Nations administrative rules and regulations in work situations. High degree of commitment to ensure the proper use of the Office’s 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 areas 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 or equivalent diploma 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 field is required.
Experience using SAP, PeopleSoft, or a similar Enterprise Resource Planning System (ERP) is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position 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 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.
