Job Code Title: Administrative Assistant
Department/Office: Resident Coordinator System
Duty Station: KATHMANDU
Posting Period: November 03 2021 – November 17 2021
Job Opening Number: 21-Administration-RCS-167591-R- (X)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Goals and Reporting
On January 01, 2019, the United Nations Secretary-General announced a bold and unprecedented global reform that repositions the UN Development System to deliver more effectively and efficiently supporting the 2030 Agenda and the Sustainable Development Goals. UN Resident Coordinator Offices (UN RCO), led by an empowered and independent UN Resident Coordinator – the highest-ranking official in the UN Development System and the UN Secretary-Representative General's at country level – assist countries in achieving their development priorities and achieving the SDGs as part of this reform.
This position reports to the Resident Coordinator Team Leader and is housed in the Resident Coordinator's Office.
Responsibilities
The Administrative Assistant will be responsible for the following tasks under assigned authority:
Management of Human Resources
- Ensures consistency in the application of UN rules and procedures by initiating, reviewing, processing, and following up on actions related to the administration of the unit's human resource activities, such as recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, and so on.
- Answers questions and gives advice to employees about their rights, administrative procedures, processes, practices, terms of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Keeps track of the status of vacancy announcements and oversees the upkeep of vacancy announcement files. Umoja is used to review and process personnel actions.
- Monitors the personnel table and prepares pertinent statistical data/charts, including gender parity and diversity monitoring.
- Supports the implementation of Occupational Safety and Health measures, such as duty of care support.
- Support the RCO's and the UN system's implementation of gender, disability, and youth inclusion strategies.
Finance and Budget
- Assists in the development and approval of financial and human resource proposals and requirements. Consolidates the budget and work plan for the headquarters budget, trust funds, grants, and procurement.
- Monitors expenses and compares them to the approved budget; make appropriate modifications.
- Assists managers with resource requirements for budget submissions.
- Assists in the preparation of budget performance submissions and the completion of budget performance reports, and the analysis of variations between approved budgets and actual expenditures.
- Prepares or customizes financial reports generated by the Umoja system.
- During the creation of budget reports, coordinates with other finance and budget personnel on associated topics.
Administration in general
- Prepares routine communication in response to inquiries about administrative, budgetary, and personnel issues.
- Coordinates with service units extensively and communicates with internal team members regularly, both at Headquarters and in the field.
- As needed, any related administrative tasks (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).
- It's possible that you'll be in charge of mentoring, training, and supervising the work of more junior General Service employees.
- As needed, assist in liaising with UNESCAP, UNON, and other relevant UN entities.
- Performs the required actions and duties in the required online systems (Umoja, IRIS, etc.) - training on the procedures necessary will be provided.
- The Country Office acts as a focal point for Umoja requisitioner and petty cash custodian.
- It's possible that you'll be in charge of mentoring, training, and supervising the work of more junior General Service employees.
Administration/Procurement of Contracts
- Umoja provides operational coordination and administrative services to support procurement projects and operations using standard processes; raises requests for commodities, services, and consultant/individual contractor hiring.
- In conjunction with essential stakeholders, reviews and creates requirements, the scope of work, specifications of goods and services, and related paperwork.
- Coordinates the day-to-day management of contracts for products and services between the UN and external contractors.
- For procurement activities, maintain internal files and appropriate documents.
- Inspects and receipts goods/services received by the purchase order and contractor bills, and performs asset management tasks.
- Processes payments for contractors' invoices and ensures that payments are made only after being received and performed satisfactorily.
- All UN forms and permissions, including UN grounds, passes, the property passes, UN parking permits, swipe-card access, and door keys are prepared and processed for contractual and work Unit, Section, or Service UN workers.
Competencies
PROFESSIONALISM:
The ability to handle a wide range of administrative tasks, such as budgeting/work planning, human resources, database management, and so on. Knowledge of numerous United Nations administrative, financial, and human resources rules and regulations can be applied in the workplace. Shows pride in work and accomplishments; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, adhering to deadlines, and achieving results; is motivated by professional rather than personal concerns; persists when faced with complex problems or challenges; remains calm in stressful situations; commitment to achieving gender equality by ensuring the equal participation and full participation in all aspects of life.
PLANNING & ORGANIZATION: Establishes clear goals that are consistent with agreed-upon strategies; identifies priority activities and assignments; adjusts priorities as needed; allows adequate time and resources for completing work; anticipates risks and allows for contingencies when planning; monitors and adjusts plans and actions as required; make efficient use of time.
CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients," and seeks to understand things from their perspective; builds and maintains productive partnerships with clients by earning their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to stay informed and anticipate problems; keeps clients informed of progress or setbacks in pr
Education
It is necessary to have a high school diploma or its equivalent. Passing the Global General Service Test (GGST) is required for consideration for positions in the United Nations Secretariat's General Services and associated categories. After submitting an application, applicants who did not pass the GGST at the time of application may be requested to take the test.
Experiential Learning
- A minimum of seven (7) years of increasing responsibility in administrative services, finance, accounting, audit, human resources, or a related field is necessary.
- Experience with an Enterprise Resource Planning system, such as Umoja or something similar, is a plus.
- Experience working for the United Nations or another international organization is preferred.
Languages
- The United Nations Secretariat's working languages are English and French. Fluency in spoken and written English, as well as Nepali, is necessary for the advertised position. It is advantageous to have knowledge of another official United Nations language.
- "Fluency" means a "fluent" rating in all four areas (read, write, speak, and understand), while "Knowledge of" equals a "confident" rating in two of the four.
Assessment
An assessment exercise followed by a competency-based interview may be used to evaluate competent individuals.
Special Reminder
This position is filled on a regional basis and is open for a one-year term, possibly extending depending on legislative body funding availability. According to Staff Rule 4.4 of the United Nations Staff Rules, this position is subject to local recruiting. Regardless of their nationality or length of stay in the country, all General Service and similar categories employees must be drafted in the country or within commuting distance of each office. A staff member hired locally is not entitled to the allowances or benefits only available to international recruits. The UN Secretariat is dedicated to reaching a gender balance of 50/50 in its workforce. Female candidates for this post are particularly encouraged to apply.
Internal Applicants: When filling out the application, make sure that all fields, professional experience, and contact information are filled out completely and accurately. The hiring manager will use this information to determine your eligibility and suitability for the position and will contact you based on it. Staff personnel are subordinate to the Secretary-authority General's and to their assignments. In this context, all employees are expected to transition to new roles in their careers regularly, complying with established norms and processes. The requirement of ensuring the most significant levels of efficiency, competence, and integrity, with proper regard for regional diversity, is the most critical concern in the recruitment and hiring of workers at the United Nations. All hiring selections are made based on qualifications.
Tags:
Vacancy Update