Administrative Assistant

This position is located in the Political Affairs Division (PAD) of the United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) in Kinshasa. Kinshasa is classified as a “C” hardship duty station and is a family duty station. The incumbent will be under the overall supervision of the Director of the Political Affairs Division (PAD).

Responsibilities

Within the limits of delegated authority, the Administrative Assistant will be responsible for performing the following duties: 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 in the preparation and review of financial and human resource proposals/requirements.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
• Assists with the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. GENERAL ADMINISTRATION:
• Provides general administrative support to ensure the smooth functioning of the office.
• Drafts routine correspondence and responds to general enquiries on various administrative and human resource matters; Receives and guides visitors accordingly.
• Maintains daily schedule of appointments; gathers pertinent background materials; resolves related event conflicts and competing demands; monitors changes and communicates relevant information accordingly.
• Performs a variety of administrative duties (e.g. maintain a forecast of travel plans; manage UN entitlements, initiate travel requests, hotel reservations, visa applications; expense reports; maintain time and attendance of civilian staff etc.).
• Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
• 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., physical space planning; identification of office technology needs and maintenance of equipment, organizing and coordinating administrative arrangements for meetings online/face to face).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

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 QualificationNot 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. Experience handling confidential documents and data is required. Experience in supporting senior level management and senior official front office is desirable. Experience within the UN Common system or other comparable international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required.AssessmentPreviously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

No FeeTHE 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.