|Posting Title:||ADMINISTRATIVE ASSISTANT, FS5|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Assistance Mission in Somalia|
|Posting Period:||28 March 2023 – 11 April 2023|
|Job Opening Number:||23-Administration-UNSOM-205353-F-Mogadishu (M)|
Org. Setting and Reporting
This position is located in the field mission of the United Nations Assistance Mission in Somalia
(UNSOM). The Administrative Assistant, FS-5, will be based in Dhusamareb, and serve in the Office of the Head of Office at UNSOM Galmudug Regional Office in Dhusamareb, Somalia. Dhusamareb is classified in the “E” category and as a non-family duty station. The Administrative Assistant provides high-quality administrative and budget support to the Galmudug RO for the effective and smooth flow of work within the Galmudug RO. The incumbent will be temporarily working form Mogdishu.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
• Coordinates actions with respect to transactions related to the administration of the section’ s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required.
• Maintains records of the performance evaluation status of the section/office and assists in formulating responses related to rebuttal cases.
• Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office.
• Provides advice and answers queries on classification procedures and processes, in coordination with HR and RSCE.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges, and entitlements under the Staff Rules and Regulations.
• Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers, and movement of staff.
Budget and Finance
• Provides expert assistance and coordination in preparing and developing the section’s/office’s work plan and budget.
• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implements the reallocations as necessary.
• Collects data from relevant databases and prepares customized financial reports when required.
• Reviews analyze and assist in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommend reallocation of funds as necessary.
• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Processes and records Impress Account transactions and submit monthly reports, act as treasurer of welfare funds.
• Coordinates the provision of guidance, training, and daily supervision to other staff as regard travel, information management, filling, and others from his/her area of responsibility.
• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members.
• Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizing and coordinates seminars, conferences, and translations).
• Prepares a schedule of maintenance and raising task orders for all the functions in the compound including office and accommodation buildings, electrical, fire safety, security structures, vehicles, generators, kitchen equipment, air conditioners, water treatment plant, etc.
• Supervises the facility management contractor’s performance to ensure quality assurance; Monitors/ tracks the compound monthly expenses, capturing stock levels and planned improvement, and cost reduction initiatives and reports on the same.
Technical or vocational certificate in administrative services, finance, human resources, or business administration is required.
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit or in other related fields, of which three (3) years should have been at a supervisory level is required.
Experience in international operations in a post-conflict environment or any international organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
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
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.