Org. Setting and Reporting

This position is located in the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO) within the Strategic Communication and Public Information Division (SCPID) in Kinshasa. The Administrative Assistant will effectively and efficiently manage all administrative matters related to SCPID and Radio Okapi including human resources project management, budget, and provides operational and administrative support to the Division. The incumbent reports to the Public Information Officer heading the SCPID Front Office and will play an important role in supporting the transition of Radio Okapi.

Responsibilities

Within the limits of delegated authority, the Administrative Assistant will be responsible for performing the following duties: Human Resources Management • Coordinates actions with respect to transactions related to the administration of the 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 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 advises to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations. • Monitors 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 Division’s work plan and budget. • Provides support to budgets needed for a range of funding proposals required to ensure the transition of Radio Okapi. • Monitors budget/work plan with respect to various budgets, on a regular basis, suggests allocation of resources and implement the reallocation, as necessary. • Monitors all financial requests ensuring timeliness and compliance with standards of accountability and performance. • 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. • Prepares and submits the year end budget performance reports, analyzing variances between approved budgets and the actual expenditures. • Prepares the Petty Cash monthly report and ensure a smooth running of expenditures through the established Level during the fiscal year. General Administration • Ensures an effective coordination of the Administrative Unit’s including Radio Okapi’s daily operations. • Supports the management of projects for SCPID and Radio Okapi. • Ensures the timely and efficient delivery of all administrative services to all the Division’s departments and field offices. • Establishes, maintains, and monitors a well-functioning filing and archive system, and develop a reliable mechanism for tracking incoming and outgoing correspondences (electronically and hard copy). • Ensure that the office premises are maintained, and necessary repairs and maintenance are conducted in a timely manner. • Reviews the adequacy of departmental space requirements in collaboration with the SCPID Director. • Coordinate extensively with service units and liaise frequently with internal team members both at the headquarters and in the field. • Manage the fleet of vehicles for maintenance and repair. • Monitor storage and distribution of office equipment and material. • Approve various e-requests on behalf of the SCPID Director. • Oversees the identification of office technology needs and maintenance of equipment, software, and systems, coordinating enhancements, as necessary. Team Management • Facilitate the engagement and provision of high-quality results and services of the administrative team supervised through effective work planning, performance management, coaching, and promotion of learning and development. • Provide oversight, ensuring compliance by team members with existing policies and best practices.

Competencies

Professionalism: Knowledge of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, and make conclusions and recommendations. 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. 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 the audience; Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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 eight (8) years of progressively responsible experience within the UN Common system or other comparable international organization in the field of administration, finance, human resources, logistics or in other related fields are required. At least four years of experience in budget management reporting to donors is required. At least four years of experience in project and operations management is required. Experience in international operations is desirable. Experience in Enterprise Resource Planning (ERP) platforms (e.g., Umoja) is desirable.

Languages

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

Assessment

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

Special Notice

This job opening is to identify the most qualified candidate for the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO). Candidates endorsed by the FCRB but not selected will be placed on the Administrative Officer, FS-5 roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection. This job opening is to identify the most qualified candidate for the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO). Candidates endorsed by the FCRB but not selected will be placed on the Supply Officer, P-4 roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.