Administrative Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    6 months ago
  • Category:
    Administration
  • Deadline:
    14/11/2023

JOB DESCRIPTION

Org. Setting and Reporting

This post is located in the Garage Administration Team, Transportation Operations Unit, Travel and Transportation Section, Facilities and Commercial Activities Service, Division of Administration, Department of Operational Support.

The Department of Operational Support (DOS) provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe.

The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel, shipments management, UN travel documents (e-UNLP & UN Certificates), visas and host country services, local transportation, materials management and UNHQ garage operation.

The incumbent reports directly to the Administrative Assistant of the Garage Administration Team and is under the overall supervision of the Senior Administrative Assistant, Transportation Operations Unit.

Responsibilities

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

Finance and Contract Administration:

• Prepare, review and verify monthly billing/credit information ensuring accuracy prior to generating financial reports;
• Record and process all overnight reports provided by Security and Safety Service;
• Process, prepare and record cash receipt vouchers to account ledger for payments received by the Garage Administration from Delegations’ overnight parking, UN staff prepaid permits and violations;
• Prepare and process daily bank deposits; Prepare statistical and financial reports on a monthly basis for all garage administration monetary transactions for reporting to the UN Revenue Accounts Section;
• Monitor the status of expenditures and revenue with approved budget;
• Review and maintain outstanding Mission accounts and provide information to Supervisor in regards to preparation of correspondence to Missions for settlement of outstanding accounts;
• Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services;
• Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
• Audit the contractor’s invoices against the goods and services provided by the contractor and approved by the UN;
• Process the payment of contractors’ invoices and monitor payments.

General Administration:

• Gather statistical information on Garage usage and provide any required background information needed by the Garage Review Board or management; participate in meetings with various offices regarding Garage Administration activities;
• Review permit applications and issue permits to delegates at each GA session and staff permits as required;
• Compile and update parking permit wait list by verifying UN staff application information against official (Umoja) records;
• Verify vehicle ownership in consultation with the Department of Safety and Security (DSS);
• Maintain up-to-date work unit files and also files of rules, regulations, administrative instructions and other related documentation (both paper and electronic);
• Provide guidance and information to UN staff members and members of delegations in respect to parking procedures at the UN Garage;
• Train contractual staff on office procedures inclusive of UN rules, regulations and utilization of the customized Garage Administration computer system;
• Provide various administrative support to the supervisor in managing the day-to-day operations of the Garage Administration Unit and assume Supervisor duties in his/her absence; coordinate extensively with other UN offices and liaises frequently with UN Missions;
• Handle incoming and outgoing correspondence, draft routine correspondence according to the United Nations standards; prioritize and follow up on pending actions;
• Screen telephone calls as well as visitors and answer queries with discretion;
• Maintain records for the Unit’ time and attendance and performance appraisal;
• Perform other related administrative duties, as required.

Competencies

• PROFESSIONALISM: Demonstrated professional competence in administration and coordination of operational activities. Knowledge of administrative policies and procedures related to garage administration. Ability to draft correspondence, accurately process financial transactions, generate financial and other statistical reports. Knowledge of relevant financial rules, regulations and procedures. Ability to apply various administrative, financial rules and regulations in work situations. Ability to identify priority activities and adjust priorities as necessary. Ability to foresee risks and allow for contingencies when planning. Ability to work independently under pressure.

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. Punctuality is essential. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 diploma or equivalent is required.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher.

Prior work experience in bookkeeping and billing is desirable.

Customer service experience is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

Appointment or assignment against this position is for an initial period of one year.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated
in the application.

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.

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 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.

This job has expired.