Assistant administratif

Site United Nations

Org. Setting and Reporting

This position of Administrative Assistant (FS-4) is located in the United Nations Office for the Sahel and West Africa and based in Dakar, Senegal. S/he reports to the Head of Political Affairs Section (Head of POLAS).

Responsibilities

Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties:

Description and related actions:

  • Assist with administrative tasks, including drafting and transmitting routine correspondence, responding on relevant administrative and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants;
  • Coordinate extensively with service units and liaise frequently on administrative matters with internal team members both at the Headquarters and in the field;
  • Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assistance with the organization and coordination of seminars, conferences and translations;
  • Guide, train and supervise more junior level staff (Administrative clerks assigned to POLAS); and Initiate, review, process and follow-up on actions related to the administration of the Section’s human resource activities, among others, recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members and training, ensuring consistency in the application of UN rules and procedures;
  • Participate in the selection of candidates for the Section; evaluate and screen applications of such candidates, prepare profiles of candidates, conduct preliminary interviews and identify short-lists of candidates;
  • Respond to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices, conditions of service, duties and responsibilities; and Oversee the maintenance of the Section’s vacancy announcement files and keep track of status of current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; prepare documents for promotion, special post allowance, review of entry level and within grade allowance panels.
  • Assist in the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the Section’s budget, trust funds, grants and procurement; Consolidate data received from other unit’s regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly section budget;
  • Review expenditures and compare with the field mission approved budget; prepare adjustments as necessary.
  • Assist the manager in the elaboration of resource requirements for budget submissions; coordinate with other finance and budget staff on related issues during the preparation of the budget report;
  • Assist in the preparation of budget performance submissions and in the finalization of budget performance reports; and Monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded;
  • Review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.
  • Assist with administrative tasks, including drafting and transmitting routine correspondence, responding on relevant administrative and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants; Perform other duties as required.

Competencies

  • Professionalism: Ability to provide seasoned effective specialized advice in a broad range of human resources, financial, logistical, and administrative areas to Head of Office/Mission, and to Headquarters and senior mission staff; ability to ensure adequate preparation of reports or rationale with respect to key logistic and administrative decisions; strong negotiation and conflict-resolution skills. 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 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 ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

At least 6 years of progressively responsible experience within the United Nations system and/or the private sector, or non-for-profit sector in the fields of administrative services, finance, accounting, human resources, audit, or in other related fields is required. At least two years working in support of senior officials or managers is required. Proficiency in various MS Office applications (Excel, Word) and other IT applications is required. Work experience with regional service center is desirable. At least one year of experience working in a UN field mission or similar international organization is required. Experience using Enterprise Resource Planning (ERP) tools is required (e.g Umoja).

Languages

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

Assessment

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

Special Notice

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 Nov 2023, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, Central African Republic, Chad, China, Cuba, Democratic People’s Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Hungary, Israel, Japan, Kiribati, Kuwait, Lao People’s Democratic Republic, Liberia, Libya, Liechtenstein, Luxembourg, Madagascar, Malta, Marshall Islands, Micronesia (Federated States of), Monaco, Mozambique, Myanmar, Namibia, Nauru, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and Principe, Saudi Arabia, Slovenia, Solomon Islands, Somalia, South Sudan, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu.

United Nations Considerations

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. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

Closing date: 23 July 2024.

Pour postuler, veuillez cliquer sur ce lien : careers.un.org.

Un commentaire sur “Assistant administratif

  1. Ndeye Awa lo dit:

    Madame, Monsieur,
    Par le biais de la présente, je souhaite vous soumettre mon profil et vous exprimer toute ma motivation pour exercer la fonction de assistante administrative au sein de votre service.
    Lors de mes années d’expérience j’ai travaillé dans un centre d’appel où j’ai pu acquérir et développer de solides connaissances en relation clientèle et à l’analyse des résultats qualitatifs des conseillers entre autres, que j’aimerais partager avec vous et continuer à approfondir au sein d’une équipe dynamique et stimulante. Je serai ravie de vous rencontrer à l’avenir pour pouvoir parler de votre entreprise et de la mission proposée.
    En vous remerciant pour le temps que vous aurez bien voulu accorder à ma lettre, je vous prie de bien vouloir agréer, madame, monsieur, mes plus cordiales salutations.

    Ndeye Awa Lô

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