Administrative Assistant Vacancy-Job Ref: EJCHUN/1111/202473

Administrative Assistant Vacancy-Job Ref: EJCHUN/1111/202473
Geneva (Switzerland)
JOB DESCRIPTION
This position is located in the Security and Safety Service (SSS) of the United Nations Office at Geneva (UNOG). The incumbent reports to the Senior Administrative Assistant in the Administrative Unit.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
• Initiates, processes, monitors, reviews and follows-up on actions related to the administrative activities in SSS, including training of staff, drafting SSS guidelines and administrative procedures, ensuring consistency in the application of the UN rules and regulations.
• Carries out research for standardized job openings (JOs), temporary job openings (TJOs), processes and technical tests on the basis of information collected from Department of Safety and Security (DSS) duty stations.
• Creates job openings and temporary job openings and enters data into the UN selection system Inspira. Carries out preliminary evaluation of applications for administrative and security positions.
Prepares and maintains files, takes notes at the interview’s panels. Drafts interview reports and all necessary correspondence relating to the recruitment process. Acts as focal point for the selection process.
• Initiates, processes and monitors SSS job classification requests. Liaises with HRMS to update job descriptions (JDs). Carries out research on JDs and drafts JDs questionnaires. Provides advice and answers queries on classification procedures. Maintains classifications files.
• Monitors posts occupancy as well as staff assignments in relation with posts funding. Reviews and maintains organizational data as well as databases for the management of the Service up to date (for post incumbency and staffing tables).
Maintains statistics regarding staffing and posts and provides reports and statistics to UNDSS New York.
• Provides advice and guidance to SSS staff members with respect to administrative procedures, processes and practices, liaising with HR Partners if necessary.
• Provides regular training to SSS staff in UN administrative procedures as well as in human resources related issues, such as Inspira and Umoja processes.
• Provides general office support in the Service; drafts and/or processes a variety of correspondence and other communications related to administrative matters.
• Acts as backup for the G-6 Administrative Assistant in the Administrative Unit.
• Sets up and maintains files of rules, regulations, administrative instructions and other related documentation. Maintains up-to-date the work unit files (both paper and electronic).
• Coordinates with other service units and liaises frequently with internal team members at Headquarters and other Offices.
• Performs other related administrative duties as required, e.g. monitoring accounts to individual contractors, organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Responds to general inquiries about job opportunities, working conditions, etc., and to spontaneous applications sent to SSS.
Competencies
Professionalism: Knowledge of United Nations policies, processes and procedures in particular those related to the area of responsibility. Proficiency in the use of Microsoft Office, email, internet and HR systems such as Umoja and Inspira. Familiarity with Organizational Management, Post Management, HR reports. Knowledge of administration of Job Openings and Temporary Job Openings. 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.
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.
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.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of five (5) years of experience in administration or human resources is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
A minimum of one (1) year within the United Nations System or similar international organization is desirable. Experience working with ERP systems, such as Inspira and Umoja, is desirable. Experience in training staff in human resources-related issues is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and knowledge of French are required. Knowledge of another United Nations official language is desirable.
Assessment
Evaluation of qualified applicants may include an assessment exercise which will be followed by a competency-based interview.
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