Administrative Assistant, IC-4

Human Rights/Child Protection Unit

Port-au-Prince, HAITI

MINUSTAH-CIC-03-2017

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 (link sends e-mail). Blank PHP and supplementary sheets are available at the MINUSTAH Bulletin Board for Internal Candidates and at the MINUSTAH website (http://minustah.unmissions.org) for external candidates.

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

Due to volume of applications being received, acknowledgment will be sent to short-listed candidates only.

It should be noted that this is an Individual Contractor position (IC)

Organizational Setting and Reporting Relationships:

This position is located in the Child Protection Unit. The incumbent reports to Head of Unit

Responsibilities:

Within limits of delegated authority, the Administrative Assistant at this level may be responsible for the following duties:

• Provide administrative and secretarial support at the service level, that is to say, manage and process documents in hard copy and electronic, as well as document flow circulating in the service while providing support to members office staff; including ; Drafting correspondence, reports and other documents;

• Assist in researching and collecting information pertaining to Child Protection and planning matters from a variety of data sources

• Maintain office files

• Receive and distribute letters

• Take notes at meetings

• Distribute realized or minutes of meetings

• Check supplies and office equipment

• Initiate requests and control the repair of office equipment and have them replaced if necessary;

• Organize folders and files

• Prepare the report of the presence of all employees of the units;

• Write documents and reports;

• Schedule meetings and also book conference rooms;

• Deal effectively with difficult customers and manage complex situations;

• Practice discretion and confidentiality years the performance of his duties;

• Answer the phone with courtesy;

• Reply and forward calls as requested;

• To receive and deliver messages accurately;

•Make an appointment;

• Provide general information;

• Perform other related duties as required.

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.

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 other informed.

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 required.

Work Experience

A minimum of four (4) years of relevant and/or progressively responsible experience related to administration support, logistics and operations management or related area.

Languages

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