Team assistant, G-5

Job Opening number: 11-ADM-OCHA ISDR SECRETARIAT-21410-R-GENEVA (O) 

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

Org. Setting and Reporting

This post is located within the Resource Management Section of the United Nations International Strategy for Disaster Reduction (UNISDR).

Responsibilities 

- Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.
- Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables.
- Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant partners.
- Reviews status of relevant expenditures and compares with approved budget.
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. 
- Drafts routine correspondence. 
- Maintains up-to-date work unit files (both paper and electronic). 
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- 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 administrative arrangements for seminars, conferences and translations.
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies

Professionalism
-Ability to perform a broad range of administrative functions
- Demonstrates professional competence and mastery of subject matter
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results

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

Technological Awareness
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology

Education

- High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT).

Work Experience

- At least five years of Administrative experience of which preferably three within the UN.

Languages

- Fluency in English ( both oral and written) is required.

Assessment Method

- A competency-based interview and a written test.

Special Notice

Appointment against this post is on a local basis and is open only to those who have been successful in the relevant entry level examination given by the duty station identified above.

Staff members are subject to the authority of the Secretary-General 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

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.