Org. Setting and Reporting

Th position is located in the Transport Section within United Nations Support Office in Somalia (UNSOS) located in Mogadishu, Somalia. The Administrative Assistant reports to the Chief, Transport Section.

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.
• 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 advice’s 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 reallocation of resources and implement the reallocation 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.
• Provides support to Fund Center managers for the year-end reviews of budget commitments in accordance with established criteria.
• Reviews and verifies that appropriate relevant supporting documents have been provided for the processing of payments for goods and services in UMOJA.
• Processes IC payments entitlements including claims, daily subsistence allowance, travel request on-boarding and/or final payment.
• Represents section as budget focal point on all related to financial aspects.
• Extracts and prepares Power BI reports in UMOJA.
• Creates shopping carts/ LVA’s for goods and services.

General Administration
• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• 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 both at Headquarters and in the field mission.
• Performs other related administrative duties, as required .

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school or equivalent diploma is required.

Job – Specific Qualification

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

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, of which three (3) years should have been at a supervisory level is required.

Experience in conflict/ post conflict field operations of the United Nations Common System or a comparable international organization is desirable.

Experience in Enterprise Resources Planning ( ERP) tools i.e. SAP, the Power Business Intelligence (Power BI) navigation and Low Value Acquisitions is desirable.

Progressively responsible experience in coordination and development of the section’s/office’s budget proposals and preparations is desirable.

Languages

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

Assessment

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

Special Notice

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.

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.