ADMINISTRATIVE ASSISTANT (Temporary Job Opening)

This position is located in the Office of the Chief of Staff and reports to the Chief of Staff (D1).

Under the supervision of the Chief of Staff, the Administrative Assistant provides high quality administrative, management and secretarial support to the Office of the Chief of Staff and ensures the effective and smooth flow of work within his/her office. As Administrative Assistant to the Chief of Staff, the incumbent will perform the following duties:

• Assists in the overall administration of the office, provides substantive and administrative support in managing priorities and workflow in the Office of the Chief of Staff.

• Screens and prioritizes all incoming correspondence, ensuring handling with appropriate sensitivity, compiles relevant background documents and references, identifies administrative issues requiring the Chief of Staff’s attention: brings sensitive and urgent matters to the attention of the Chief of Staff.

• Establishes and maintains a filing system for correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.

• Provide administrative support related to the recruitment and human resources management of staff for the Office of the Chief of Staff. Liaises with relevant administrative and human resources offices as require.

• Monitor attendance, sick leave and annual leave of staff reporting to the Chief of Staff.

• Assists the Chief of Staff in monitoring budget/work plan with respect to various budgets, on regular basis;

• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.

• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.

• Coordinates extensively with service units and liaises frequently within the office as well as with UN Headquarters, with the African Union Commission, and with permanent missions as required.

• Ensures confidential handling of code cables and serves as a records management focal point.

• Maintains the Office calendar.

•Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.

• Supports OSRSG and performs any other related duties as required.

– Proven ability and experience across a broad range of administrative functions which should include front office management, budget/work programme, human resources and database management. Knowledge and application of the UN systems and Staff Regulations and Rules.

Familiarity with front office business operations and objectives. High degree of commitment to ensure the proper use of the office’s financial resources.

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.

– Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.

– 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.

High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management or related area is required. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

At least eight (8) years of progressively responsible experience within the United Nations system or similar public international organization in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required. Experience in United Nations field operations or similar international organization is required. Experience in data analytics or related area is desirable. Experience working in a high-level front office is required.

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

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

This position is temporarily available until 26 Sept 2024. The appointment against this position is limited to the UNOAU. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. • Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.