Administrative Assistant, G-5
"The United Nations does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees). Also, the United Nations does not concern itself with information on bank accounts"
DUTIES AND RESPONSIBILITIES
Responsibilities:
The overall objective of the Unit is the development of the United Nations Trust Fund for Human Security (UNTFHS) into a major vehicle for the promotion of human security within the UN and increase awareness of human security priorities and approaches outside the UN. The specific objectives of the Unit are: a) To manage the UNTFHS as outlined in the guidelines governing the use of its resources, which were agreed to by the United Nations and the Advisory Board for Human Security. b) To promote and follow-up on the recommendations of the Commission for Human Security (CHS) and to disseminate information to interested parties on the work of the United Nations in the field of human security. c) To provide support to the Advisory Board on Human Security.
Under the supervision of the Chief of the Human Security Unit, the incumbent will be responsible for the following duties:
1. Serve as a focal point for administrative coordination of the HSU activities, involving liaison with UN agencies being funded under the Trust Fund to follow-up on submission of proposals and reports and other administrative actions that may be required.
2. Provide the full range of office management and administrative support functions to the Chief of the Human Security Unit, two Senior Programme Officers, one Programme Officer and the Programme/Finance Officer; respond to complex information requests and inquiries; review, log and route incoming correspondence; carry out quality control function for outgoing documents; proofread and edit texts for adherence to formats, grammar, punctuation and style; set up and maintain both electronic and paper files/records; organize meetings, workshops and conferences; handle routine administrative tasks, such as maintaining attendance, inventory control of office supplies, etc.
3. Draft responses to a wide range of correspondence to UN agencies and other partners on periodic and ad-hoc programme information requirements and, as requested, communicate with members of the Advisory Board on Human security for information and coordination purposes.
4. Assist in the preparation of various written outputs, such as briefing notes, minutes of meetings, reports of the Human Security Unit through compilation and summarizing of basic information and data on the programme.
5. Monitor status of HSU expenditures and allotments through IMIS, records variations; review status of relevant expenditures and compare with approved budget; assist in processing payments to staff members and consultants for their entitlements.
6. Perform data entry and extraction functions on the UNTFHS database and assists in scanning and posting a variety of documents on to the database; generate a variety of standard and non-standard statistical and other reports from the UNTFHS database.
7. Assist in the preparation of presentation materials using appropriate technology and software.
8. Monitor accounts and payments to vendors and individual contractors for services; coordinate extensively with service units and liaise frequently with the OCHA executive office.
9. Ensure smooth and efficient information flow within the unit; assist in the development of office administrative systems and procedures.
10. Orient new staff to relevant administrative procedures and practices and provide general assistance to other staff as required.
11. Maintain calendar for members of the unit; monitor changes and communicate relevant information to appropriate staff inside and outside of the unit.
12. Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff.
13. Perform other duties as assigned.
COMPETENCIES
Professionalism: Thorough knowledge and understanding of the functions and organization of the work of the United Nations; very good knowledge of relevant operational and administrative policies, practices and procedures, including records management/filing procedures
Planning and organizing: Effective time management and ability to prioritize and plan own work to meet designated deadlines.
Communication: Good communication skills (spoken and written) including drafting and editing skills.
Technological awareness: Good computer skills; proficiency in using advanced functions on UN’s standard computer applications e.g. Lotus Notes (or other standard enterprise software), word processing, spreadsheets, and Internet.
Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
QUALIFICATIONS
Experience:
A minimum of 5 years of progressively responsible experience is required in administrative and office management functions.
Education:
Completion of high school or equivalent diploma; specialized secretarial and/or management/executive assistance training courses are desirable.
Languages:
English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. Knowledge of a second official UN language is an advantage.
Other Skills:
Ability to research, select, organize and summarize data and information required for reports and briefings.
Tact and discretion in dealing with confidential matters.
Demonstrated ability to apply good judgment in the context of assignments given.
Copy to: Ms. Jennifer Serunjogi (serunjogi@un.org) and Ms. Guyatri James (jamesg@un.org)
DUTIES AND RESPONSIBILITIES
Responsibilities:
The overall objective of the Unit is the development of the United Nations Trust Fund for Human Security (UNTFHS) into a major vehicle for the promotion of human security within the UN and increase awareness of human security priorities and approaches outside the UN. The specific objectives of the Unit are: a) To manage the UNTFHS as outlined in the guidelines governing the use of its resources, which were agreed to by the United Nations and the Advisory Board for Human Security. b) To promote and follow-up on the recommendations of the Commission for Human Security (CHS) and to disseminate information to interested parties on the work of the United Nations in the field of human security. c) To provide support to the Advisory Board on Human Security.
Under the supervision of the Chief of the Human Security Unit, the incumbent will be responsible for the following duties:
1. Serve as a focal point for administrative coordination of the HSU activities, involving liaison with UN agencies being funded under the Trust Fund to follow-up on submission of proposals and reports and other administrative actions that may be required.
2. Provide the full range of office management and administrative support functions to the Chief of the Human Security Unit, two Senior Programme Officers, one Programme Officer and the Programme/Finance Officer; respond to complex information requests and inquiries; review, log and route incoming correspondence; carry out quality control function for outgoing documents; proofread and edit texts for adherence to formats, grammar, punctuation and style; set up and maintain both electronic and paper files/records; organize meetings, workshops and conferences; handle routine administrative tasks, such as maintaining attendance, inventory control of office supplies, etc.
3. Draft responses to a wide range of correspondence to UN agencies and other partners on periodic and ad-hoc programme information requirements and, as requested, communicate with members of the Advisory Board on Human security for information and coordination purposes.
4. Assist in the preparation of various written outputs, such as briefing notes, minutes of meetings, reports of the Human Security Unit through compilation and summarizing of basic information and data on the programme.
5. Monitor status of HSU expenditures and allotments through IMIS, records variations; review status of relevant expenditures and compare with approved budget; assist in processing payments to staff members and consultants for their entitlements.
6. Perform data entry and extraction functions on the UNTFHS database and assists in scanning and posting a variety of documents on to the database; generate a variety of standard and non-standard statistical and other reports from the UNTFHS database.
7. Assist in the preparation of presentation materials using appropriate technology and software.
8. Monitor accounts and payments to vendors and individual contractors for services; coordinate extensively with service units and liaise frequently with the OCHA executive office.
9. Ensure smooth and efficient information flow within the unit; assist in the development of office administrative systems and procedures.
10. Orient new staff to relevant administrative procedures and practices and provide general assistance to other staff as required.
11. Maintain calendar for members of the unit; monitor changes and communicate relevant information to appropriate staff inside and outside of the unit.
12. Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff.
13. Perform other duties as assigned.
COMPETENCIES
Professionalism: Thorough knowledge and understanding of the functions and organization of the work of the United Nations; very good knowledge of relevant operational and administrative policies, practices and procedures, including records management/filing procedures
Planning and organizing: Effective time management and ability to prioritize and plan own work to meet designated deadlines.
Communication: Good communication skills (spoken and written) including drafting and editing skills.
Technological awareness: Good computer skills; proficiency in using advanced functions on UN’s standard computer applications e.g. Lotus Notes (or other standard enterprise software), word processing, spreadsheets, and Internet.
Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
QUALIFICATIONS
Experience:
A minimum of 5 years of progressively responsible experience is required in administrative and office management functions.
Education:
Completion of high school or equivalent diploma; specialized secretarial and/or management/executive assistance training courses are desirable.
Languages:
English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. Knowledge of a second official UN language is an advantage.
Other Skills:
Ability to research, select, organize and summarize data and information required for reports and briefings.
Tact and discretion in dealing with confidential matters.
Demonstrated ability to apply good judgment in the context of assignments given.
How to apply
All submissions to be sent with PHP and most recent e-PAS (if applicable) to Ms. Mehrnaz Mostafavi (mostafavi@un.org)Copy to: Ms. Jennifer Serunjogi (serunjogi@un.org) and Ms. Guyatri James (jamesg@un.org)
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