Job Description
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Resident Coordinator System
Posting Period: 05
November 2021 - 19 November 2021
Job Opening Number: 21-Administration-RCS-167665-R-Dar-es-Salaam
(X)
Staffing Exercise: N/A
Org. Setting and
Reporting
The UN Secretary-General launched on 1 January 2019 a bold
and new global reform which repositioned the UN Development System to deliver
more effectively and efficiently with the achievement of the 2030 Agenda and
the Sustainable Development Goals. As part of this reform, UN Resident
Coordinator Offices (UN RCO), under the leadership of an empowered and
independent UN Resident Coordinator - the highest-ranking official of the UN
Development System and Representative of the UN Secretary-General at country level
- support countries in the achievement of their development priorities and the
attainment of the SDGs.
This position is in the UN Resident Coordinator’s Office in Dar es Salaam,
Tanzania. The Administrative Assistant will work under the overall guidance of
the Sr. Development Coordinator, Strategic Planning and RCO Team Leader and
direct supervision of the Business Operations and Coordination Analyst.
The Resident Coordinator’s Office is committed to achieving workforce
diversity. Persons with disabilities are strongly encouraged to apply.
Responsibilities
Within delegated authority, the Administrative Assistant
will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT
• Initiate, review, process and follow-up on actions related to the
administration of the unit’s human resource activities, e.g., recruitment of
staff and consultants, placement, promotion, relocation, performance appraisal,
job classification reviews, separation of staff members, training etc.,
ensuring consistency in the application of UN rules and procedures.
• Respond to enquiries and provide information and advice to staff regarding
their entitlements, administrative procedures, processes and practices,
conditions of service, duties and responsibilities, and entitlements under the
Staff Rules and Regulations.
• Oversee the maintenance of vacancy announcement files and keeps track of
status of vacancy announcements. Reviews and processes personnel actions
through the Enterprise Resources Planning (ERP – known as Umoja in the UN)
system.
• Monitor staffing table and prepares relevant statistical data/charts.
BUDGET AND FINANCE
• Assist in the preparation and review of financial and human resource
proposals/requirements. Consolidates budget/work programme with respect to Headquarters’
budget, trust funds, grants and procurement.
• Monitor expenditures and compares with approved budget; prepares adjustments
as necessary.
• Assist managers in the elaboration of resource requirements for budget
submissions.
• Assist in preparation of budget performance submissions and finalization of
budget performance reports, analysing variances between approved budgets and
actual expenditures
• Prepare or customizes financial reports from the Enterprise Resources
Planning (ERP – known as Umoja in the UN) system generated reports.
• Co-ordinate with other finance and budget staff on related issues during
preparation of budget reports.
GENERAL ADMINISTRATION
• Draft routine correspondence to respond to enquiries on relevant
administrative, financial audit, personnel matters.
• Coordinate extensively with service units and liaises frequently with
internal team members both at Headquarters and in the field.
• Perform other related administrative duties, as required (e.g., operational
travel programme; monitoring accounts and payment to vendors and individual
contractors for services; physical space planning; identification of office
technology needs and maintenance of equipment, software and systems; organizing
and coordinating seminars, conferences and translations).
• Guiding, training, and supervising the work of more junior General Service
staff.
• Act as a focal point for Umoja requisitioner and petty cash custodian for the
Country Office.
• May be responsible for guiding, training, and supervising the work of more
junior General Service staff.
CONTRACT ADMINISTRATION/PROCUREMENT
• Provide operational coordination and administrative services in Enterprise
Resources Planning (ERP – known as Umoja in the UN), to support procurement
projects and activities, following standard processes; raise requests for
goods, services, and hiring of consultants/individual contractors
• Review and prepares requirements and scope of work and specifications of
goods and services and necessary documentations in consultation with relevant
stakeholders
• Coordinate with day-to-day administration of contracts between the UN and
external contractors for goods and services
• Maintain internal files and relevant documentations for procurement
activities
• Inspect and receipt goods/services received against the purchase order,
invoices provided by the contractor and perform asset management activities
• Process the payment of contractors' invoices and monitor payments upon
satisfactory receipt and performance
• Prepare and process all UN forms and permissions for contractual and work
Unit, Section or Service UN staff, including: UN grounds passes, property
passes, UN parking permits, swipe-card access and door keys.
Competencies
PROFESSIONALISM:
Ability to perform a broad range of administrative functions, e.g., budget/work
programme, human resources, database management, etc. Ability to apply
knowledge of various United Nations administrative, financial and human
resources rules and regulations in work situations. 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.
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.
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.
Education
High school diploma or equivalent is required. Passing the
Global General Service Test (GGST) is a prerequisite for recruitment
consideration in the General Services and related categories in the United
Nations Secretariat. Applicants who have not passed the GGST at the time of
application may be invited for the test after submitting an application.
Work Experience
A minimum of seven (7) years of progressively responsible
experience in administrative services, finance, accounting, audit, human
resources or related area is required.
Work experience with an Enterprise Resources Planning (ERP) system, such as
Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization
is desirable.
Languages
English and French are the working languages of the United
Nations Secretariat. For the post advertised, fluency in oral and written
English and Kiswahili/Swahili languages is required. Knowledge of another
official United Nations language is an advantage.
NOTE: "Fluency equals a rating
of "fluent” in all four areas (read, write, speak, understand) and "
Knowledge of equals a rating of' confident" in two of the four areas.
Assessment
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview
Special Notice
Appointment against this post is on a local basis and is
open for an initial period of one year and may be subject to extension subject
to legislative body funding availability.
This position is subject to local recruitment pursuant to staff rule 4.4 of the
United Nations Staff Rules. All staff in the General Service and related
categories shall be recruited in the country or within commuting distance of
each office, irrespective of their nationality and of the length of time they
may have been in the country. A staff member subject to local recruitment shall
not be eligible for the allowances or benefits exclusively applicable to
international recruitment. External candidates will be considered only when no
suitable internal candidate from the duty station is identified. The candidate
is responsible for any travel expenses incurred to take-up the appointment.
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.
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.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL
professional experience and contact information are completed and up to date.
This information is the basis for the hiring manager to assess your eligibility
and suitability for the position and to contact you.
At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and
organizational needs. The United Nations is committed to creating a diverse and
inclusive environment of mutual respect. The United Nations recruits and
employs staff regardless of gender identity, sexual orientation, race,
religious, cultural and ethnic backgrounds or disabilities. Reasonable
accommodation for applicants with disabilities may be provided to support
participation in the recruitment process when requested and indicated in the
application.
On-line applications will be acknowledged where an email address has been
provided. All applicants are strongly encouraged to apply on-line as soon as
possible after the job opening has been posted and well before the deadline
stated in the job opening. If you do not receive an e-mail acknowledgement
within 24 hours of submission, your application may not have been received. If
the problem persists, please seek technical assistance through the Inspira
"Contact Us" link.
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.
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.
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