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Administrative Assistant G-5 - UNITED NATIONS

Applicants are requested to attach their CV (P.11/PHP) and two most recent PAS/PER/FOPA reports.

Please indicate Ref. No. TVA/2011/66758/CLJAS/G-5/AA in the subject heading of your e-mail.

This temporary vacancy is open to current staff members of the SECRETARIAT in NEW YORK. In the event no suitable staff members are identified, qualified external candidates may be considered. It should be noted, however, that external candidates are generally not entitled to be appointed at the advertised level of this temporary vacancy and will therefore be graded in accordance with the current recruitment guidelines. In most instances, this means that the grade will be at a lower level than that of the advertised level of the post.

If you are currently not employed in the UN Secretariat, please confirm that you have passed the United Nations Clerical Test for New York and provide the approximate date upon which you took the examination.

Administrative Assistant, G-5, DPKO/ORoLSI/CLJAS

Under the direct supervision of the Chief of the Criminal Law and Judicial Advisory Service (CLJAS), Office of Rule of Law and Security Institutions, the Administrative Assistant will be responsible for the following:

• Maintain calendar and schedules of the Chief, monitor changes and communicate relevant information to appropriate staff inside and outside CLJAS;
• Organize travel requests, expense claims, vouchers, visa applications, etc. for the Chief and other staff as required;
• Assist with preparation of vacancy announcements, job classification reviews, and the recruitment and extension of contracts for staff and consultants;
• Monitor expenditures against approved budget, verify availability of funds for planned activities, and identify shortfalls or overruns;
• Serve as technical focal point for the Service and provide basic technical support on computer problems and standard United Nations applications;
• Liaise with Office of the Assistant Secretary-General for Rule of Law and Security Institutions and other offices as required;
• Initiate requests for new equipment, as well as Lotus Notes and network accounts for staff, and maintain an inventory of all electronic equipment in the Service;
• Provide administrative and logistic support for team workshops, trainings and other events;
• Carry out quality control for outgoing documents, proofread texts for format, grammar, punctuation and style, and review documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature;
• Monitor processes and schedules related the Service's outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Research, compile and organize information and reference materials from various sources for reports, workplans, studies, briefings and meetings;
• Draft correspondence, meeting minutes, and other documents;
• Assist in the preparation of presentation materials using appropriate technology/software;
• Review, record, distribute and/or process mail and other documents; including channeling sensitive materials to other staff for appropriate follow-up;
• Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; and handle arrangements for printing and translation as necessary;
• Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, expenditure authorizations and visa applications); and
• Perform other duties as assigned.

COMPETENCIES:

Professionalism: 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. 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.

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: 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; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

QUALIFICATIONS:

Education: High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) in English at New York Headquarters. Secretarial and/or management/executive assistance training/courses are desirable.

Work Experience: Several years of experience in administration and office management functions. Experience in drafting is desirable.

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required, including ability to draft a variety of correspondence and other communications. Fluency in French is desirable.

Other Skills: Fully proficient computer skills and use of advanced functions on UN standard applications, e.g. Lotus Notes, Word, Excel, databases and ODS. Knowledge of MARS and IMIS is desirable.
How to apply
Applicants are sought, immediately, to fill a temporary vacancy as Administrative Assistant at the G-5 level in the Criminal Law and Judicial Advisory Service, Office of Rule of Law and Security Institutions, DPKO, for an initial period of six months. Staff members who would like to indicate their interest should do so by e-mail only to Mr. Eric Chung-Lim at chung-lim@un.org, with a copy to dpko-tvas@un.org, no later than Friday, 11 February 2011 COB.