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.  The position is in the Office of the Chief of Staff of the Police Commissioner’s office, under the direct supervision of the Chief of Staff, the Administrative Assistant will perform the following functions:

Human Resources Management

·         Performs various actions related to the administration of the work unit’s human resources activities, e.g. recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of UN rules, regulations, policies and procedures.

·         Liaise with central administration/executive services as required;

·         Maintains vacancy announcement files and updates track vacancy announcements.

·         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;

Budget and Finance

·         Provides assistance in the preparation and development of the office’s work programme and budget;

·         Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grand and other funds on a regular basis, and records reallocation of resources and implements the reallocations as necessary;

·         Collects data from relevant databases and assist in preparation of financial reports;

·         Provides assistance in the review and preparation of the medium-term plan and its revision;

·         Reviews and assists in the finalization of costs estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects;

·         Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds;

·         Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures

General Administration

·         Provides guidance to mission and/or subordinate staff. May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas;

·         Identifies and reports issues/problems as they arise, and recommends appropriate actions;

·         Coordinates regularly, with service units and liaises as needed with internal team members both at the mission and in outstations;

·         Performs other related administrative duties as required (e.g. travel, monitoring accounts and payments to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations).

·         Uses the UMOJA system.

COMPETENCIES:

Professionalism

·         Ability to perform a broad range of administrative functions such as; budget, work program, 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.

·         Is committed to implement the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

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

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.

Education

High school diploma is required. A technical and professional diploma is an advantage.

Work experience

At least five (5) years of experience in administrative services, finance, accounting, human resources or related area.

Language

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