Job Title & Level: ADMINISTRATIVE ASSISTANT (GL-5)

Department/Office: MINUSTAH/Office of the Police Commissioner

Location:PORT-AU-PRINCE, HAITI

Posting Period: 4 March– 17 March 2016

Job Opening Number: MINUSTAH-NJO-2016-022

UNITED NATIONS CORE VALUES: INTEGRITY, PROFESSIONALISM, RESPECT FOR DIVERSITY

Human Resources Section invites all interested and qualified candidates to apply for the announced position. All interested candidates should submit their applications (Personal History Profile - P11 and/or CVs) and copies of their educational certificates to Recruitment Unit/Personnel Section via email: minustah-recruitment@un.org. 

Please include also the job opening number of the above position in your e-mail application. Acknowledgment will be sent to short listed candidates only.

Org. Setting and Reporting

This position is part of the Office of the Police Commissioner of MINUSTAH.  Under the overall authority of the Police Commissioner, Administrative Assistant will perform the following functions:

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: 

• Coordinate extensively with service units and liaise frequently with internal team members to manage requests for information and follow up on issues requiring the Police Commissioner’s action.
• Act as focal person for preparation and coordination of meeting venues and related documents in collaboration with the Executive Officer;
• Interact with different offices including National counterparts, Diplomatic Corps and NGOs on issues relating to the front office of the Police Commissioner.
• Prioritize documents for the Police Commissioner’s signature or endorsement before presenting them to him for review and/or approval;
• Receive and process different types of Extension and submit them to Police Division in HQ and make a follow-up;
• Follow up on administrative issues;
• Maintain institutional profiles of national counterparts and civil society officials;
• Coordinate the preparation of MOPs for government officials for travel on UN flights as;
• Prepare, process and follow up on all request in UMOJA, certify Attendance sheets, leave request, and travel requests.
• Replace the international administrative assistant when on leave.
• Coordinate in mission and external travel for the Police Commissioner
• Ensure efficient coordination and management of travels;
• Act as focal point for out of mission travels
• Focal point for visits within mission, in collaboration with the executive officers
• Liaises with MOVCON and provide advance notice (as directed by them) of VIP travel arrangements;
• Coordinate correspondence and information management within the office of the police commissioner
• Ensure confidentiality and flow of correspondence
• Receive and prioritize incoming correspondence and notify the police Commissioner of matters requiring urgent attention;
• After review and/or approval of correspondence, reports or other materials by the Police Commissioner, ensure appropriate delivery and filling;
• Draft administration related memos, letters and responses for the Police Commissioner’s signature as requested;
• Collect Code Cables, prepare a daily routing slip and ensure appropriate dissemination to authorized staff members as directed by the Police Commissioner;
• Ensure the filing of important materials is done;
• Screen telephone calls and act as liaison for incoming calls
• Coordinate office management and organization related matters
• Ensure availability of office equipment and supplies including CITS requests and maintenance requirement through monitoring of e-requests

Competencies

• Professionalism:  Ability to perform a broad range of administrative functions, e.g., budget/work Programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

• Client orientation: 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 clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets time line for delivery of products or services to clients.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High School diploma or equivalent is required. A certificate or diploma in Administration will be an advantage.

Work Experience

A minimum of five (5) years of relevant experience in administrative services, usage of computers and office software packages (MS Word, Excel) is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in spoken and written French and English is required.