Org. Setting and Reporting

These two (2) positions are located in the Safety and Security Section in United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCwith duty station, Kinshasa. The administrative Assistant reports to the Security Coordinator Officer, P4 through the Administrative Assistant FS5 of the Safety and Security Section.

Responsibilities

Within limits of delegated authority, incumbent applies administrative knowledge and experience across a wide range of human resources activities, work programming/planning, budget/financial management, and administrative tasks. the Administrative Assistant will carry out the following duties: General Administration:Effectively manages and handles the administrative needs of assigned client offices and staff and performs assignments in related categories.Performs various actions related to the administration of the work unit’s human resources activities e.g., recruitment process in Umoja, job classification review, maintain the section recruitment excel sheet updated.Collects data from relevant databases and assist in the preparation of the section’s report; Provides assistance in the review, and preparation of the mediumterm plan and its revisions; Reviews and assists in the finalization of budget proposals, in terms of staff requirements for the section monitors compliance with the mediumterm plan and other section mandates.Receives, logs, and determines prioritize routing of documents for review and Chief section decisionmaking.Dispatches processed documents to requesters, followsup on pending request including sending reminders to concerned entities for feedback.Prepares drafts routine office correspondences, memos, routing slips for signature and distribution, as required.Sends invitations to Participants of the Security cell Meeting, Integrated Security Meeting and the Security Management Team Meeting.Drafts the meeting tracking sheets.Prepares Movement of Personnel forms, Leave and Travel Requests, and liaise with relevant Sections for implementation.Prepares meetings with UN Agencies Security Focal Points pertaining to the security of the mission.Identifies and reports issues/problems as they arise, daily, and recommends appropriate actions.Coordinates on a daily basis with service units and liaises as needed with internal team members both at the mission and in outstations.Creates purchase order requests in the Shareportal for the security services.Creates service entry sheets in Umoja for the payment process of the security invoices.Ensures followup until final payment by Finance.Uploads security invoices in the Sharepoint system for further payment by Finance. Updates the Contractor’s factsheetsCompletes Instant Feedback Sheet for the security invoice payment.Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures. Human Resources Management:Monitoring and updating in a weekly basis the section Recruitment Excel tracking tool, provide guidance and advice.Regularly monitoring of new recruits when needed.On a weekly basis prepares personnel actions through the UN’s current electronic tools, e.g., Umoja; Provides advice and answers general queries on classification procedures and processes;Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.Regularly monitors assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer, and movement of staff.Liaise with Human resource section to provide advice and answers to general queries on classification procedures and processes; provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. Budget and Finance:Provides assistance in the preparation and development of the office’s work programme and budget; Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary.Collects data from relevant databases and assist in preparation of financial reports; Provides assistance in the review, and preparation of the mediumterm plan and its revisions;Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and nonstaff requirements for the mission including programmatic aspects; monitors compliance with the mediumterm plan and other legislative mandates; May assist managers in the elaboration of resource requirements for budget submissions;Monitors budget implementation/expenditures and records reallocation of funds as necessary.Reviews requisitions for services to confirm (that correct objects code of expenditure have been charged, and (availability of funds; Monitors extrabudgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures; Assists in the preparation of budget performance submissions.Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.

Competencies

Professionalism: 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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.

Education

High school diploma or equivalent is required.

JobSpecific Qualification

Not available.

Work Experience

A minimum of five (5) years of experience in administration and general office support or related area is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in French is required. Knowledge of English is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise or competencybased interview or both.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4 of the United Nations Staff Rules. This job opening is to identify the most qualified candidate for the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSC. Candidates endorsed by the LRP but not selected will be placed on the ADMINISTRATIVE ASSISTANT, (GL5) roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessfuwithin 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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. Staff members are subject to the authority of the SecretaryGeneral 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. 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 nonsmoking 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 SecretaryGeneral, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 2 (. Further, staff members in the Professional and higher category up to and including the D2 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 accountholder 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 timon the deadline date. No Fee

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 nonsmoking 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 SecretaryGeneral, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 2 (. Further, staff members in the Professional and higher category up to and including the D2 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 accountholder 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 timon 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 TRAININ. THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.