Org. Setting and Reporting

This position is located in the Salaries and Allowances Division of the International Civil Service Commission.

Responsibilities

Under the supervision of the Chief of the Division, the Administrative Assistant will be responsible for the following duties: COMPENSATION SUPPORT • Provides statistical and administrative support for activities undertaken by the Salaries and Allowances Division, including, but not limited to, the establishment of the Daily Subsistence Allowance (DSA) rates and computation of other allowances. • Act as a focal point in the review and analysis of survey data collected for DSA establishment by ensuring the integrity of data/information. • Revises established DSA rates on the basis of currency exchange rate fluctuations. • Liaise with focal points at all duty stations and respond to queries regarding DSA-related matters. • Maintains computerized DSA database and prepares monthly circulars and cables issuing new and modified DSA rates. • Provides substantive support on a range of compensation issues and preparing notes/reports for professional staff in the Salaries and Allowances Division. PROGRAMME SUPPORT • Provides support for meetings such as Commission sessions, workshops, working group meetings with external collaborators and international organizations; prepares background materials, takes notes, drafts abstracts, and finalizes and circulates reports, as appropriate and as directed. • Maintains mailing lists of relevant recipients of information products from the Salaries and Allowances Division, ensuring that these are up to date. • Researches and summarizes information on salary issues for use by professionals in the drafting of technical reports. GENERAL ADMINISTRATION • Prepares, processes, and follows up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions, and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Performs other related administrative duties, as required, e. g., physical space planning, organizing, and coordinating administrative arrangements for seminars, conferences, and translations. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc.

Competencies

Professionalism – Knowledge, skills and ability to extract, analyze and interpret information and data. Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Proven record of paying attention to detail. Ability to work productively under pressure. Knowledge of United Nations Common System and of United Nations system and procedures as they relate to Staff Rules and Regulations, personnel, compensation and administrative policies and procedures. Planning and Organizing – Effective organizational skills and ability to prioritize own work programme and to handle or manage a large volume of work in an efficient and timely manner. Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve. Teamwork – Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender. Communication – Ability to write in a clear and concise manner and to communicate effectively orally.

Education

A HS diploma with post-secondary training in finance, personnel administration, communication, statistics or other relevant fields desirable.

Job – Specific Qualification

United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away is required

Work Experience

A minimum of seven years of progressively responsible experience with the UN system in compensation, statistics, administration, finance, or human resources is required. Fully proficient computer skills and use of advanced functions on UN standard applications, e.g. MS Office applications (Word, Excel, Access, PowerPoint), internal databases, Internet, is required. Experience with database management and database-driven websites is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of French and/or Spanish is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.