Personnel 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/Human Resources 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 positions is located throughout the United Nations. Administrative Assistants at this

level usually report to a higher level Administrative Assistant, an Administrative Officer,

Executive Officer, a Head of the Unit or to a Chief Administrative Officer.

Responsibilities

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

General front office Tasks: Managing the CAS front Office

• Reviews, process and follows-up on actions related to incoming correspondence addressed to the CAS, including the drafting of routine correspondence in French and English to respond to enquiries in respect of relevant administrative matters.
• Follows-up on actions required from the Sections under the Administrative Services group.
• Coordinates extensively with other Services, Sections and Units and liaise frequently with internal team members.
• Perform and assist in other administrative related duties, as required. 
• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
• Initiates, coordinates and follows-up administrative actions with the relevant focal points within MINUSTAH.

Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit's human resource activities,
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.•

General Administration: Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.

• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other

      related documentation.

• 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, 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.

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.

• 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. Short comings.

•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.

• 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.

Education

High school diploma or equivalent is required.

Work Experience

At least five (5) years of experience in administrative services, finance, accounting, audit, human

resources or related area is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post

advertised, fluency in both oral and written English and French is required.