ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

This position is located in the Staff Coordinating Council (SCC) of the United Nations Office at Geneva. The incumbent will report to the Executive Secretary of the SCC.

Responsibilities

Under the overall supervision of the President of the UNOG SCC and the direct supervision of the Executive Secretary, and within the limits of delegated authority, the incumbent will be responsible for the following duties: Research – Carries out research on UN staff rules and regulations, UNDT/UNAT jurisprudence, ILOAT jurisprudence, international labour standards, publications, articles, and other relevant sources as required. – Assists in the exploration of solutions to cases raised by staff members concerning their employment conditions, contractual status, performance appraisal, and other matters. – Provides staff members with preliminary guidance and advice on basic legal cases of basic nature and forwards more complex cases to the designated staff representative. – Assists in the preparation of a variety of reports, presentations, surveys, statistics, as well as presentations on conflict resolution mechanisms and information packages. Information Management – Receives and logs in all new requests for staff representation assistance in the SCC’s database. – Formats new spreadsheets and database files and keeps them up-to-date. – Assumes a key role in obtaining and sorting information on cases and various matters of interest to the SCC. – Assists in preserving the confidentiality of all information exchanged and kept by the SCC. – Establishes and maintains the filing system and archives of the SCC, ensuring updated administrative and financial records are readily available. – Creates and updates UN clubs and associations’ membership databases; assists with the establishment of UN club/association statutes in line with SCC guidelines and Swiss rules; reviews logistical and financial requests of UN clubs/associations and presents a succinct analysis of the information provided. – Interacts with other departments to collaborate on projects and ensure exchange of information. Administrative support – Acts as administrative focal point for the SCC, providing general administrative assistance as required; drafts and quality-controls routine correspondence and informal English/French translations; replies autonomously to general inquiries; maintains the adverts board; maintains the SCC website. – Organizes and follows up on all travel arrangements; calculates travel entitlements ensuring that UN policy is properly applied; reviews travel claims and initiates payments if necessary. – Assists in the planning and implementation of the various SCC projects, assuming a key role in logistical and resource preparations and supervision. – Assists in the administration of the joint SCC-UN Administration “UN Port” association, assuming a key role in subscription management, front office, payments and financial transactions. Finance and budget – Maintains the financial records of the SCC; enters all financial transactions into the accounting software ensuring correctness and adherence to SCC Regulations; carries out spot checks and makes adjustments when needed. – Keeps a physical record of all transactions ensuring the proper supporting documents are included. – Conducts monthly reconciliation with bank accounts. – Controls expenditure levels and timely alerts on the use of budgetary allowances; ensures every expenditure is kept within budget. – Prepares the annual budget, considering the historical record of income and expenditures and policy issues, and presents it to the Finance Commission and Executive Bureau for its approval. – Under the supervision of the SCC’s Finance Commission: a. creates payments/disbursements in the SCC’s online banking platform, ensuring all supporting documents, including due payment authorization, have been collected; executes payments/disbursements to the beneficiaries. b. executes online purchases when instructed and authorized using the SCC’s corporate credit card; safeguards the SCC’s corporate credit card. – Produces financial reports (i.e. income statements, balance sheets); presents and explain financial reports to the Finance Commission; submits the yearly financial report to auditors; prepares replies to auditors’ questions on the financial transactions under review. – Liaises with banks to update account holders and on any issues concerning management of payment systems. Meetings and reporting – Organizes regularly held meetings and events; provides all administrative and logistics support as required; reserves meeting rooms and plans for the necessary logistics/equipment and conference services. – Notifies staff representatives about meetings, including proposed agenda and relevant documentation; maintains attendance logs. – Attends all meetings, takes notes and produces minutes of meetings, including matters discussed and decisions reached; files minutes for further reference; conveys decisions as required and monitors follow-up activities. – Manages bookings of the SCC meeting room.

Competencies

Professionalism: Knowledge of UN administrative regulations. Advanced knowledge of software (Outlook, Microsoft Office applications), including accounting software. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

At least seven (7) years of experience in administrative services, office management, finance and budget or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. At least three (3) years of relevant experience within the United Nations Common System or similar international organization is desirable. Experience working with ERP systems, such as Umoja is desirable. Experience in managing websites and online content is desirable.

Languages

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

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

No Fee

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.