Special Notice

The United Nations Stabilization Mission in Haiti (MINUSTAH) invites all interested and qualified candidates to apply for the announced job opening. All interested candidates should submit their Personal History Profile (PHP) and copies of their educational diploma/certificates and employment records to Recruitment & Career Development Unit (RCDU) via email at minustah-recruitment@un.org.  Blank PHP and supplementary sheets are available at the MINUSTAH Bulletin Board for Internal Candidates and at the MINUSTAH website (http://minustah.unmissions.org/recrutement) for external candidates.  Attachments/file size bigger than 14 MB should be sent in batches.

For ease of reference, please include the job opening number indicated above in the subject of your e-mail.

 Org. Setting

This position is within the Office of the Chief of Mission Support (CMS) of the United Nations Stabilization Mission in Haiti. The incumbent reports to the Administrative Assistant to the DMS.

Responsibilities:

Under the direct supervision of the Administrative Assistant to the CMS, the incumbent will be responsible for the following duties:

• Provide administrative assistance to the Front Office of the CMS
• Attend to visitors and telephone calls directed to OCMS; respond to queries as appropriate.
• Maintain an electronic log of all incoming and outgoing correspondence.
• Receive, record, and review incoming and outgoing correspondence to ensure completeness of information.
• Scan and distribute correspondence in accordance with OCMS correspondence business process.
• Follow up on pending actions.
• Maintain physical files and provide archiving support in accordance with the prescribed file classification archiving procedures, respectively
• Review texts and other documentation submitted for broadcast to OCMS, for grammar and language (English/French) accuracy
• Publish routine broadcasts a timely manner. 
• Draft routine correspondence (faxes, interoffice memoranda, routing slips, etc.) in English/French as required, for CMS’ signature.
• Draft minutes of regular meetings (English/French), as required.
• Assist with the organization of meetings and other events for OCMS, including booking and preparation of venues, availability of supplies and support equipment.
• Assist with the compilation of Mission Support Leave Plans for the CMS.
• Maintain regular stocks of stationary and other supply items within OCMS.
• Provide back-up support in the absence of DMS’ Administrative Assistant, as required.
• Perform other administrative duties as required, to ensure uninterrupted support to the Office of the CMS.   

Competencies

Professionalism:  Shows pride in work and 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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 on-going developments inside and outside the client’s environment to keep informed and anticipate problems; keeps clients informed of progress of setbacks in projects; meets timeline for delivery of products or services to client.

Education: High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is considered an advantage.

 Work Experience: A minimum of five years (5) years of relevant and progressively  responsible experience in Administration or related area within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or any additional desirable work experiences is required. Experience in a UN Peacekeeping or Special Political Affairs Mission is highly desirable.

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