Job Detail

Within delegated authority, the Administrative Assistant may be responsible for the following duties:

HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews, processes and follows-up on actions related to the administration of the section/unit human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitors staffing table and prepare relevant statistical data/charts.

BUDGET AND FINANCE:

• Assists in the preparation and review of financial and human resource proposals /requirements.
• Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

GENERAL ADMINISTRATION:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

CONTRACT ADMINISTRATION:

• Assists with day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor as and when required.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Performs other duties, as required.

APPLICATIONS

• UNAMA will only accept properly completed, signed attached Personal History Form (P.11) received by email before the closing date. CVs or Resumes will not be considered nor will late submissions after closing date. Any information provided on the P.11 form will be considered binding.

 Applicants must accurately complete, sign and date the United Nations Personal History form (P.11) and submit the duly completed signed P.11 by e-mail to: unamava_substantive@un.org

 Important Note: Applicants should copy and paste the Vacancy Announcement (VA) Number which is VA#77/09/2022 into the email subject line when submitting the duly completed and signed P.11 Form and the required documents. Please do not add any other information in the subject line of your email except VA#77/09/2022. Please do not add any additional words or space in the VA Number. Applications received without a VA Number will not be considered.

 The selected candidates will be subject to a reference checks process to verify the information provided in the P.11 form.

 Only applicants who are short-listed will receive an acknowledgement within four (4) to six (6) weeks from the deadline indicated on the VA.

 Required documents to be submitted along with the signed and completed UN P.11:

• Serving UN staff members: In addition to the completed and signed P.11, scanned copies of two most recent e-Performance Evaluation Reports must be submitted with the application.

 For External applicants: In addition to the completed and signed P.11, scanned copies of two most recent performance evaluation reports or if not available, two reference letters. If the applications received do not contain the latest two performance evaluation reports candidates must provide a short explanation as to why they are not available.

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 in applicants

bank account.

Applicants are reminded that the United Nations cannot appoint a person who is the father, mother, son, daughter, brother, or sister of a staff member. For this reason, applicants are required to disclose at the time of their application, whether they bear any of the above relationships to a staff member of UNAMA or any other UN entity which is part of the Secretariat. In addition, selected candidates would be required to complete a family declaration form prior to assuming their duties with the Mission. Failure to disclose any of the above relationships constitutes a material omission, that could lead to termination or dismissal from the United Nations.