SENIOR ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and Programmes of the UN system worldwide. The position is located in the Office of the Director at the UNGSC, Brindisi, Italy.

Responsibilities

Within delegated authority and under the general supervision of the Senior Administrative Officer, the Senior Administrative Assistant at GS-7 level performs the following duties within the Office of the Director: PROGRAMME MANAGEMENT: • Assists with day-to-day monitoring of partnership agreements and relations with new and existing clients, senior management and other high-level stakeholders, closely collaborating across the OoD. Manages and coordinates inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc. • Serves as focal point for coordination, monitoring and implementation of business relationship management activities and participates in programme/project evaluation; monitors implementation at all stages to ensure work is proceeding according to established plans, including analyzing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests. •Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation. • Establishes and maintains effective relationships with clients and partners in missions, at Headquarters, the UN Secretariat, UN Agencies, Funds and Programmes and others, as necessary. • Collaborates across the UNGSC in preparation for high-level visits and of similar engagements involving external stakeholders. HUMAN RESOURCES MANAGEMENT: •Coordinates various actions related to the administration of the OoD’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. BUDGET AND FINANCE: •Provides expert assistance in the preparation and development of the OoD’s work programme and budget. •Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary. •Collects data from relevant databases and prepares customized reports. •Supports the review, and preparation of the medium-term plan and its revisions. •Reviews, analyses and assists in the finalization of cost estimates and budget proposals, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates. •Assists managers in the elaboration of resource requirements for budget submissions. •Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. •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 budget performance submissions. •Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. GENERAL ADMINISTRATION: •Provides guidance, training and daily supervision to other general service staff in the area of responsibility. •Assists in drafting of a broad range of correspondence or other activities as appropriate. •Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. •Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. •Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. •Performs 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations). • Performs other duties as may be required such as participating in/or drafting the audit programme, monitoring the coding, implementing audit recommendations and maintaining the client profile database.

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. Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research, and gather information from standard sources. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness, and ability to deal proactively and tactfully with offices throughout the organization. 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. 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.

Job – Specific Qualification

Certification in Prince2, Service Excellence or Business Relationship Management is desirable. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable. Successful completion of degree or non-degree programs in project or programme management is desirable.

Work Experience

A minimum of ten (10) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant work experience is reduced to eight (8) years for candidates who possess a first level university degree or higher. Experience supporting the delivery of strategic organizational objectives through multi-disciplinary approaches and partnerships is desirable. Experience coordinating high-level engagements with a broad range of external stakeholders is desirable. Experience with inter-departmental or inter-organizational collaboration is desirable. Experience in programme or project administration is desirable. Experience within the United Nations system, or similar international organization is desirable. Experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English or French, (both oral and written) is required.

Assessment

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

Special Notice

This position is open for recruitment for an initial period of one year with possibility of extension, subject to availability of funds. Recruitment for this position is done on local basis. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.

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.