Org. Setting and Reporting

This position is located within the Disarmament, Demobilization, Reintegration and Stabilization (DDR&S) Section of the United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) in Kinshasa. The Administrative Assistant will be based in Kinshasa and will report to the Chief of the DDR&S Section.

Responsibilities

HUMAN RESOURCES MANAGEMENT: • Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/unit’s 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 prepares relevant statistical data/charts. • Assists staff with onboarding and check-in, as well as check-out procedures. BUDGET AND FINANCE: • Assists with the preparation of cost estimates and budget proposals, in terms of mission’s resourcing requirements such as staff and non-staff requirements, including programmatic aspects, assists, reviews and revises data with respect to the finalization of the budget proposals as well as Result Based Budgeting inputs. • Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. • Analyzes accounting transactions and open items in the accounting system and recommends corrective actions. Reviews and reconciles various clearing accounts, investigates erroneous/invalid entries and recommends corrective accounting action. Verifies that appropriate relevant supporting documents have been provided for the processing of payments for goods and services received. • Supports with the review in ensuring the efficient and effective use of budgetary resources through robust monitoring of budget utilization to the approved budget and timely provision of information to management for decision making. Provides support and guidance to fund centre/programme managers on budget implementation and processes corrective actions where necessary. • Assists with the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. • Administers and process fund transactions through the grants module including issuance of allotments, implementing partner grants, transfer, and any other transactions in accordance with the established procedures. GENERAL ADMINISTRATION: • Drafts routine correspondence for the chief of section and for the section’s units to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Circulates documents within and outside the mission and follows up on them. • Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission. • Provides administrative assistance and secretarial tasks to the Section Chief, Units and other staff members with respect to official travel. • Maintains proper archiving of all documents of the section. • Ensures the proper handling of sensitive and confidential documentation and information. • 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 the 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.

Competencies

Professionalism: Knowledge of the functioning of United Nations Peacekeeping missions. Ability to draft and edit documents. 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.

Job – Specific Qualification

Not available.

Work Experience

At least 6 (six) years of progressively experience in the field of finance, accounting, human resources, audit, administrative services or other related fields is required. Knowledge of an ERP (Enterprise resource planning) computer system, such as Umoja or another SAP-based application, is required. Experience and technical competence on the preparation of the proposed budget using Umoja Business Planning and Consolidation (BPC) is required. Experience and technical competence such as local process expert qualification in the following Umoja modules: Funds Management (FM), and/or Financial Accounting (FI), is desirable.

Languages

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

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.