Antecedentes

The Department of Political Affairs (DPA) commissioned a mission to Yemen to support the political transition in the country and oversee the implementation of the UN Security Council Resolution.

Deberes y responsabilidades

Under the direct supervision of the Administrative Officer of the OSASG, Yemen and in collaboration with the team, the Administrative Assistant will perform a wide range of office support and administrative functions including:

  • Effectively coordinates activities relating to the administration of human resources ensuring compliance and consistency in the application of UN roles and procedures;
  • Provides information on conditions of service, duties and responsibilities, privileges and entitlements, for local staff under the UN staff Rules and Regulations;
  • Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit;
  • Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
  • Maintain files (both paper and electronic) and databases for work unit;
  • Provide additional support for mission trips (e.g. preparing trip folders, maintaining contact lists);
  • Maintain liaison with the New York office, Executive Office, and other units regarding on-going administrative matters; monitors processes and schedules related to the OSASG’s outputs, products, tasks, etc.;
  • Ensure smooth and efficient information flow within the team; prepares and processes confidential information; assists in the development of office administrative systems and procedures;
  • Provide assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and event;
  • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support;
  • Respond or draft responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports;
  • Carry out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style;
  • Respond to complex information requests and inquiries (e.g. answers requests requiring file search, etc.);
  • Assist in the preparation of presentation materials using appropriate technology/software;
  • Acts as human resource focal point and liaise with related UN departments and agencies;
  • Perform other duties as assigned.

Competencias

Functional Competencies:

Professionalism:

  • Knowledge of general office and administrative support including administrative policies, processes and procedures;
  • Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
  • Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
  • Motivated by professional rather than personal concerns;
  • Shows persistence when faced with difficult problems or challenges;
  • Remains calm in stressful situations.

Teamwork:

  • Works collaboratively with colleagues to achieve organizational goals;
  • Solicits input by genuinely valuing others’ ideas and expertise;
  • 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.

Accountability:

  • Takes ownership of all responsibilities and honours commitments;
  • Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
  • Operates in compliance with organizational regulations and rules;
  • Supports subordinates, provides oversight and takes responsibility for delegated assignments;
  • Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Commitment to Continuous Learning:

  • Keeps abreast of new developments in own occupation/profession;
  • Actively seeks to develop oneself professionally and personally;
  • Contributes to the learning of colleagues and subordinates;
  • Shows willingness to learn from others;
  • Seeks feedback to learn and improve.

Habilidades y experiencia requeridas

Education:

  • High school or equivalent diploma, plus a combination of relevant certification/ diploma or other academic qualifications or training in business administration or related fields;
  •  University degree in bussiness administration or any related field  is an asset.

Experience:

  • Five years of progressively responsible experience in the field of administration in a similar position in other international/national organizations;
  • UN experience will be an added advantage;
  • Strong organizational skills;
  • Good knowledge of the Organization's structure, protocol policies and administrative policies.
  • Proficiency in computer software applications (Word, Excel, Power Point, MS Access, Lotus Notes) and knowledge of office equipment (fax, scanners, copy machines etc.).

Language:

  • Fluency in English and Arabic (both oral and written) is required.

Additional Information:

Applications:

Interested candidates should complete  United Nations Personal History form (P.11) available in the link below and forward it electronically at the following e-mail address: kjso-hr-national@un.org

http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc

Incomplete P.11s will not be processed.

Only applicants who are short-listed will receive an acknowledgement within two weeks from the deadline for submission of applications. Women candidates are encouraged to apply and in the selection process, preference will be given to equally qualified women candidates.

The necessity for ensuring the highest standards of efficiency, competence and integrity remain the paramount considerations in the employment of personnel. To ensure fairness and transparency, selection will be made on a competitive basis through a selection panel.