Team assistant (Administration), G4

12-15-UNISDR-XB-G-4-KOBE

Responsibilities

Under the direct supervision of Japan Liaison Officer, UNISDR Office in Japan, the incumbent is required to perform the following functions:

General administration

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff as well as participants sponsored by UNISDR Office in Kobe.
• Assist in the project planning, implementation, monitoring and evaluation; act as focal point in the Section.
• Prepare, process and follow-up on requests for issuance/revisions of letters of authorization. Assist in the preparation and compilation of progress and terminal reports for submission to donors.
• Maintain files of rules, regulations, administrative instructions and other related documentation.
• Perform other related administrative duties, as required, e.g., consolidate travel programme plan and submit e-travel requests; monitor accounts and payment to vendors and individual contractors for services
• Provide secretariat, administrative, logistics support to activities, seminars, meetings, conferences and regular activities of the office including prepare meeting summary reports.
• Coordinate extensively and liaise frequently internally and externally with relevant offices.
• Screen phone calls and summary the office telephone bills, monitor stationary stock and office inventory.
• Drafts routine correspondence.
• Acting as UNISDR focal point to coordinate with IT and Security Services Sections, UNESCAP.
• Perform other related duties, as required.

Finance and payment

• Initiate IMIS pre-encumberance documents for requisitions for goods and services ensuring correct objects of expenditure and availability of funds.
• Inspect to goods and services provided by selected vendors and prepare the payment if required.
• Proceed payment requests to vendor and other related actions

Human resources management

• Process, monitor, review and follow-up on actions related to the administration of the Section’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. Prepare draft consultants contracts and amendments as well as payment documents.
• Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.
• Monitor staffing table and prepare relevant statistical data/charts.

Core competencies:

Professionalism:

• Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

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.

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

Education

• High school diploma or equivalent. First level university degree in business administration, or a related field is desirable. Must have passed the local General Service Entry-level Examination.

Work Experience

• A minimum 3 years of progressively responsible experience in the field of secretarial/administration related functions is required. Experience within the UN system is an advantage.
• Relevant IT skills, including familiarity with Microsoft Office is required.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. Knowledge of Japanese is required

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.

Assessment Method

• Written test and/or competency-based interview.

Special Notice

This is a fixed term appointment for one year. A fixed-term appointment, irrespective of the length of service, does not carry any expectancy, legal or otherwise, of renewal or of conversion to any other type of appointment in the Secretariat of the United Nations.

This is the UNISDR post located at the UN ISDR Office in Kobe, Japan. Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the UNISDR office in Kobe, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station. The candidate is responsible for any expenses incurred in order to take examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.