Localité : Somalie / Mogadiscio Domaine : Assistance de direction Niveau : Non precise Entreprise recruteur : Organisation des Nations Unies (ONU)
Recrutement de 01 Assistant (e) à l'administration
Niveau d'études: Non précisé
Expérience: 8 ans
Expire le: 24-05-2022
ONU Carrière
Mogadishu, Somalie
vacance de poste
Intitulé publication : Assistant (e) à l'administration, FS5
Intitulé code d’emploi : Assistant à l'administration
Département / Bureau : Mission d'assistance des Nations Unies en Somalie
Lieu d'affectation : MOGADISHU
Période de candidature : - 24 mai 2022
No de l’appel á candidature : 22-Administration-UNSOM-174247-F-Mogadishu (M)
Staffing Exercise N/A
Valeurs fondamentales de l'ONU : intégrité, professionnalisme, respect de la diversité
Cadre organisationnel
This position is located in the field mission of the United Nations Assistance Mission in Somalia (UNSOM). The Administrative Assistant, FS-5, will be based in Mogadishu, serve in the Office of the Deputy Special Representative of the Secretary General- Resident Coordinator/Humanitarian Coordinator (DSRSG/RC/HC).
The Administrative Assistant provides high quality administrative, management and budget support to the Pillar for the effective and smooth flow of work within the office.
Responsabilités
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
•Coordinates actions with respect to transactions related to the administration of the section'
s/office's human resource activities, e.g., recruitment, placement, relocation, performance
appraisal, job classification reviews, separation of staff members, training etc., ensuring
consistency in the application of UN rules and procedures. Liaises with the relevant
administrative and human resources offices as required.
•Oversees the maintenance of vacancy announcement files and keeps track of status of
vacancy announcements.
•Maintains records of the performance evaluation status of the section/office. Assists in
formulating responses related to rebuttal cases.
•Advises staff on visa matters and other relevant rules and regulations; coordinates the
induction and orientation of new staff members in the section/office.
•Provides advice and answers queries on classification procedures and processes.
•Provides information and advices to staff/consultants with respect to conditions of service,
duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
•Monitors section's/office's staffing tables for a variety of human resource activities, e.g.,
appointments, retirements, expiration of appointments, reassignments, transfers, and
movement of staff.
Budget and Finance
•Provides expert assistance and coordination in the preparation and development of the
section's/office's work plan and budget.
•Assists in monitoring budget/work plan with respect to various budgets, on a regular basis,
suggests reallocations of resources and implement the reallocations as necessary.
•Collects data from relevant databases and prepare customized financial reports when
required.
•Reviews, analyzes, and assists in the finalization of the cost estimates and budget proposals,
in terms of staff and non-staff requirements for the section/office, including programmatic
aspects.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Monitors budget implementation/expenditures and recommend reallocation of funds as
necessary.
•Reviews and verifies the availability of funds for all requisitions ensuring that the correct
object of expenditure has been charged. Ensures that the allotments and exchange rates
within the relevant systems are updated on a regular basis.
•Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring
compliance with regulations and rules and established policies and procedures.
•Assists in the preparation of the year end budget performance report submissions.
•Assists in finalization of budget performance reports, analyzing variances between approved
budgets and the actual expenditures.
General Administration
•Coordinates the provision of guidance, training, and daily supervision to other staff as regard travel, information management, filling and other from his/her area of responsibility.
• Organizes all administrative requirements with respect to the official travel by making travel arrangements and coordinating all administrative, logistical and security requirements.
• 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. Maintains policy, confidential (code cables) and general management file.
• Maintains an overview of the work of the Office to ensure that timely administrative support is provided in general and specialized areas.
•Identifies and resolves diverse issues and problems as they arise, determining the appropriate
actions.
• Coordinates extensively with service units and liaises frequently with internal team members.
• Performs other related administrative duties, as required (e.g., operational travel program,
monitoring accounts and payments to vendors and individual contractors for services,
physical space planning and the identification of office technology needs and maintenance of
equipment, software, and systems, organizes and coordinates seminars, conferences, and
translations).
• Provides back up to the ODSRSG/RC/HC during leave of absence of the executive assistant.
Compétences
Professionalism: Ability to perform a broad range of administrative functions which should include budget/work programme, human resources and database management. Knowledge and application of various United Nations administrative rules and regulations in work situations. High degree of commitment to ensure the proper use of the Office’s 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.
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.
Planning and 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.
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.
Formation
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.
Expérience professionnelle
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.
Previous experience working in direct support / a front office role of a Senior United Nations Official in a UN political or peace operation is required.
Previous experience with administrative functions in support of substantive units requiring sound communication, judgment, strong organizational skills, and discretion is required.
Connaissances linguistiques
English and French are the working languages of the United Nations Secretariat. For this position fluency in English, (both oral and written) is required.
Méthode d'évaluation
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Notice spéciale
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
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.
Charte des Nations Unies
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d'instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d'accueil de leur compte Inspira.
Les candidatures feront l'objet d'une évaluation et d'un examen préalables sur la base des informations soumises conformément aux critères d'évaluation de l'avis de vacance de poste et aux dispositions législatives internes applicables de l'Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l'Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l'objet d'une attention particulière pour s'assurer de l'exactitude des renseignements qu’ils ont fournis dans leur candidature.
Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.
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