MINUSTAH TEMPORARY JOB OPENING
Administrative Assistant, GL-6
Environmental Compliance Unit
The United Nations Stabilization 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 certificates to Recruitment & Career Development Unit (RCDU) via email at email@example.com. Blank PHP and supplementary sheets are available at the MINUSTAH Bulletin Board for Internal Candidates and at the MINUSTAH website (http://minustah.unmissions.org/offres-demploi) 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.
Organizational Setting and Reporting Relationships:
This position is located in the United Nations Stabilization Mission in Haiti (MINUSTAH). The incumbent will report directly to the Chief Environmental Unit. The Administrative Assistant is responsible for effectively and efficiently managing all administrative matters related to a section/ office including human resources management, budget and finance management. In addition to providing general administrative support to the section/office staff.
Human Resources Management:
- Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/units human resources activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of un rules and procedures.
- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the staff rules and regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Monitors staffing table and prepare relevant statistical data/charts.
Budget and Finance:
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget; prepared adjustments as necessary.
- Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Assists with day-to day administration of contracts between the section/unit and external contractors for outsourced services.
- Audits the contractors’ invoices against the goods and services provided by the contractor as and when required. Processes the payment of contractors’ invoices and monitor payments.
- Prepares and processes all forms and permissions for contractual and work unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, and swipe-card access and door keys.
- Performs other duties, as required.
Professionalism: - Knowledge and experience in fabrication and production of keys, ability to operate standard office equipment; understanding of file systems, ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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.
Planning & 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.
Education: - High School Diploma or equivalent is required.
Work Experience: - A minimum of seven (7) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, human resources or related area.
Languages: - English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French are required. Knowledge of Spanish is an advantage.