Administrative Assistant (post open only for citizens and permanent residents of Costa Rica)
JOB DETAIL
DUTY STATION
San Jose, Costa Rica
COMMENCEMENT OF DUTY
To be determinedNATURE OF APPOINTMENT
Fixed-term – 2 years
Organizational Unit
Representative Office for North America, Central America, and the Caribbean
Member Services and Development Department
WMO is committed to achieving diversity and a balanced workforce. Applications are welcome from qualified women and men, including those with disabilities. The statutory retirement age after 1 January 2014 is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.DUTIES AND RESPONSIBILITIES
Under the general supervision of the Representative, WMO Representative Office for North America, Central America, and the Caribbean (NCAC Office), the incumbent will perform the following duties:
Maintain the day-to-day administration of the NCAC Office including procuring and maintaining office equipment, liaising with the Meteorological Service Costa Rica on office space and equipment as well as other provisions included in the Host Country Agreement;
Maintain financial records and monitoring systems to record and reconcile expenditure; ensure timely payments of invoices; and replenish accounts for the NCAC Office;
Assist with preparing, monitoring and reporting on office budget for the NCAC Office using the available systems and processes;
Coordinate procurement processes for the NCAC Office;
Register, route, produce, coordinate and follow-up all incoming and outgoing correspondence and information within established deadlines for all staff in the NCAC Office;
Provide administrative support for travel and activities relating to meetings and missions attended by staff in the NCAC Office; assist with visa applications, where applicable, liaise with the WMO Travel Unit and Finance on official missions undertaken by staff of the NCAC Office;
Provide administrative support to external participants at meetings organized by WMO facilitating travel arrangements and payment of necessary costs in liaison with the WMO Travel Unit and Finance;
Perform routine personnel work in liaison with WMO Human Resources, including requests for new or renewed staff contracts, Immigration Exemption Orders, International Organization passes, and UN Laissez-Passer;
Maintain and update the ELIOS directory structure and database and archive relevant documents for the NCAC Office;
Follow up on UN security issues in Costa Rica including: UNDS liaison and administration; and supporting the Representative of NCAC Office in their role as Area Security Coordinator for Costa Rica;
Carry out other relevant duties as required.
| QUALIFICATIONS | ||
| Education Completed secondary school education or equivalent. Secretarial, commercial or technical studies with a corresponding diploma. |
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| Experience A minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or related area. Knowledge of UN administrative rules and regulations is desirable. |
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| Other requirements Excellent knowledge of Microsoft Office applications (Word, Excel and PowerPoint) and Oracle I-Procurement applications. Excellent communication and diplomatic skills as well as tact and sensitivity. Ability to draft and produce correspondence and documents, to manage workloads within a multi-structured environment and to pay attention to detail. Ability to work in a multicultural environment and to foster diversity, inclusion and team spirit. |
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| Languages Excellent knowledge of English and Spanish. Knowledge of other official languages of the Organization would be an advantage. (Note: The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.) |
The Secretary-General may appoint a candidate at a grade below the advertised grade of the post, with the possibility of promotion to that grade within three years of appointment, subject to satisfactory appraisal of performance.Possibility of renewal subject to the availability of funds and pending satisfactory performance after an initial probationary period of one year which can be extended up to a maximum of two years.
| SALARY | |
| Annual net base salary on initial appointment and after deduction for staff assessment is: CRC 10,430,000 | |
Additional Information:
THIS POST IS OPEN ONLY FOR CITIZENS AND PERMANENT RESIDENTS OF REPUBLIC OF COSTA RICA.
Only applicants in whom WMO has a further interest will be contracted.
Shortlisted candidates may be required to sit for a written test and/or an interview.
Date of issue of vacancy notice: 29 June 2023
