Org. Setting and Reporting

The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is in the United Nations Resident Coordination Office (RCO) in Kinshasa, Democratic RC and reports to the RCO Team Leader and work under the leadership of the chair and co-chair of the “GCP”. Under the general direction of the Resident Representative and the direct supervision of the Aid Coordination Officer and in close collaboration with all operational services of the RCO and GCP, the Administrative and Financial Associate is responsible for the effective execution of administrative and financial services and the transparent use of financial resources. He/she is also responsible for promoting a collaborative, client-focused environment that complies with BCN regulations and procedures. Administrative and Financial Associate works closely with the Operations, Programs and Projects teams and the Partner Coordination Group to resolve complex administrative issues and exchange information.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: GENERAL ADMINISTRATION: • Carry out administrative tasks within the secretariat, particularly the reception, filing, and follow-up of administrative and accounting files, management of the agenda, • Enter, format various documents (letters, reports, summonses, etc.), reproduce and/or scan them and distribute them, • Ensure archiving and retention of data and documents (paper and digital), • Enter and update databases used within the firm (directory and organizational chart) • Ensures the distribution of letters and invitations during joint GCP initiatives (meetings, retreats, workshops); • Prepares files and ensures their distribution at GCP meetings, • Ensure the drafting and entry of correspondence initiated by the GCP, • Orders, monitors, and manages secretarial equipment and office supplies, • Ensure the management of room reservation requests. BUDGET AND FINANCE: • Comply with the financial procedures put in place within the RCO for the management of the project. • Regularly monitor disbursements and various other project expenditures. • Prepares mandated financial reports in Umoja, ensures consistency with the annual work plan, and submits them to the Project Coordinator for approval. • Conducts budget revisions related to annual allocations and accruals of project financial transactions. • Assist with project budget planning and procurement plan in accordance with the Annual Work Plan. • In liaison with any relevant experts, support, and follow-up in the preparation of tender/consultation documents for project procurement and recruitment of service providers. • Provides brief accounting-level reports (advice, suggestions, proposals, guidelines, etc.) to the Project Coordinator. • 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. • Assists managers 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. • Prepares or customizes financial reports from Enterprise Resources Planning (ERP – known as Umoja in the UN) system generated reports. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. CONTRACT ADMINISTRATION/PROCUREMENT: • Provides operational coordination and administrative services in Enterprise Resources Planning system (ERP – known as Umoja in the UN) , to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors. • Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders. • Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services. • Maintains internal files and relevant documentations for procurement activities. • Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities. • Processes the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. GCP SUPPORT TASKS: • Administrative support for the organization of meetings and field visits. • Drafting of reports and assistance in follow-up. • Support for the holding of an information “watch” on specific themes. • Support in the drafting of the various operational monitoring reports (monthly, quarterly, and annual) of the project. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Performs 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. 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. Relevant first-level university degree may be accepted in lieu of two years of required experience.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Experience with the Paris and Busan Agreement and other agreements on GCP is desirable. 1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required. Knowledge of English is desirable. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Assessment

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

Special Notice

THIS IS A PROJECT POST. Appointment or assignment against this post is for an initial period of one (1) year and any extension will be subject to availability of funds, budgetary approval or extension of the mandate. Candidate selected will be granted a fixed-term appointment limited (“FTAlimited”) in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. United Nations Secretariat staff members who meet the definition of “internal candidate” in staff rule 4.10, who are selected for a position subject to FTA-limited will be reassigned to the position without a lien to their parent position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of Staff Rule 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 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. Qualified females and People Living with Disabilities are strongly encouraged to apply. All applicants are required to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

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.