Org. Setting and Reporting

This position is located in the Security Section within the United Nations Assistance Mission for Iraq, Baghdad (UNAMI). Under the overall supervision of Principal Security Adviser (PSA) and Deputy Principal Security Adviser/CSO, the Administrative Assistant, FS-5 reports to the Head of Administration Unit on all security administration related matters and support.

Responsibilities

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.
• Maintains records of the performance evaluation status of the section/office and 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, in coordination with HR and RSCE.
• Provides information and advice to staff/individual contractors 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 preparing and developing 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 implements the reallocations as necessary.
• Collects data from relevant databases and prepares customized financial reports when required.
• Reviews analyze and assist 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.
• 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 finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Processes and records Impress Account transactions and submit monthly reports, act as treasurer of welfare funds.
• Assists the in preparation of UNSMS Locally Cost Shared Security Budget, including preparation of other types of security related budgets.
General Administration
• Coordinates the provision of guidance, training, and daily supervision to other staff as regard travel, information management, filling, and others from his/her 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 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, organizing and coordinates seminars, conferences, and translations).
Contract Administration
• Assists with the day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor as and when required.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all forms and permissions for contractual and work Unit.

Competencies

Professionalism: 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.
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.
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

Technical or vocational certificate in administrative services, finance, human resources, or business administration is required.

Job – Specific Qualification

Women Security Awareness Training (WSAT), Peer support helper training, is desirable.

Work Experience

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.

Experience working in the United Nations system or other international organization is desirable especially a minimum of two years in a conflict and post-conflict situation.

Work experience in SAP and Peoplesoft such as Umoja and Inspira is desirable.

Experience in drafting and preparation of official documents (Briefing Notes, Note to File, Talking Points) is desirable, especially in support of UN Security Management System including administrative support for crisis management.

Experience in dealing with administration, requisition, budget/finance, procurement, human resources, security, transport, travel and logistics is desirable.

Experience in Microsoft Office, UMOJA, FSS, INSPIRA, ATLAS, and WINGS is desirable.

Experience in drafting and handling of Local Cost Shared Security Budget is desirable.

Languages

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

Assessment

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

Special Notice

• This position is temporarily available until 31 December 2023. 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.
• 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.
• 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.
• 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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.