UNMIL Administrative Assistant Job Vacancy in Monrovia, Liberia

Job Title: ADMINISTRATIVE ASSISTANT, FS5

Department/
Office: United Nations Mission in Liberia

Duty Station:
MONROVIA

Posting
Period: 11 November 2013-26 November 2013

Job Opening
number: 13-ADM-UNMIL-31556-F-MONROVIA (M)

United
Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational
Setting and Reporting

This
position is located in the Office of the Chief Integrated Support Services
(CISS) at the Integrated Support Services (ISS) at UNMIL Logistical Base. The
incumbent works under the direct supervision of the CISS.

Responsibilities

Within
delegated authority, the Administrative Assistant FS-5 will carry out the
following duties:

Drafts routine correspondence to respond to
enquiries in respect to relevant administrative, financial and personnel
matters under ISS. Maintains files of rules, regulations, administrative
instructions and other related documentation. Maintains and controls
up-to-date work unit files (both paper and electronic);
Partake in meetings and draft minutes, and
follows up on necessary actions.
Coordinates and liaises extensively with
service units and internal team players. eg. operational sector travel
plans, physical space planning and the identification of office technology
needs and maintenance of equipment, software and systems, organizes and
coordinates meetings and conferences.
Coordinates actions (initiating, reviews and
follow-up) with respect to the administration of ISS’ human resource
activities e.g., recruitment, relocation, performance appraisal, training
etc. ensuring consistency in the application of UN rules and procedures
under the guidance of the HR Section;
Prepares, processes, and follows-up on
administrative arrangements and forms related to the official travel of
staff.
Oversees the maintenance of vacancy
announcement files of ISS and keeps track of status of vacancy
announcements. Supports and assists the completion of data entry for
vacancy announcements under INSPIRA and follows up necessary actions with
HR Section.
Maintains administrative data and records
within the Section for time and attendance, staffing tables, performance
appraisal, etc. In coordination with the corresponding Sections within the
Mission, provides advice and guidance to staff with respect to
administrative procedures, processes and practices, liaising with central
administrative services as necessary.
Assists CISS with budget preparation,
implementation and expenditures in compliance with IPSAS and UMOJA
requirements. Identify and resolve diverse issues and problems as they
arise, determining the appropriate actions.
Perform other related administrative duties,
as required

Competencies

Professionalism

Substantive experience in, and thorough
knowledge of, administrative functions (e.g., budget/finance, human
resources, etc) in relation to UMOJA, IPSAS, and INSPIRA.
Extensive knowledge, regarding the application
of financial, and staff regulations and rules.
The skills and ability to analyze and
interpret financial data.
Ability to manage processes, maintain accurate
records, interpret/analyse a wide variety of data, and identify/resolve
data discrepancies and activity problems.
Familiarity with all of the unit’s business
operations and objectives.
High degree of commitment to ensure the proper
use of the unit’s financial resources.
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.
Takes responsibility for incorporating gender
perspectives and ensuring the equal participation of women and men in all
area 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.

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 client’s environment to keep informed and anticipate problems;
keeps clients informed of progress of setbacks in projects;
meets timeline for delivery of products or
services to client.

Education

High school or equivalent diploma is required.
Technical or vocational certificate in
administrative services, finance, human resources, business administration
or personnel management is a requirement

Work
Experience

At least 8 years of progressively responsible
experience within the United Nations system or the private sector in the
field of administrative services, finance, accounting, human resources,
audit, or in other related fields, of which 3 years should have been at a
supervisory level.
Knowledge of UMOJA, IPSAS and INSPIRA is
highly desirable.

Languages

Fluency in one of the working languages of the
UN Secretariat, English or French, (both oral and written) is required;
knowledge of the other is desirable.
Knowledge of another UN official language is
an advantage

Assessment
Method

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

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.

United Nations
Considerations

The United
Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8).
The United Nations Secretariat is a non-smoking environment.

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.

How to Apply

Interested
candidates are required to follow the link below to apply

https://inspira.un.org/psc/UNCAREERS/EMPLOYEE/HRMS/c/UN_CUSTOMIZATIONS.UN_JOB_DETAIL.GBL?Page=UN_JOB_DETAIL&Action=A&JobOpeningId=31556&

Closing Date: Tuesday, 26 November 2013