ADMINISTRATIVE ASSISTANT

This position is located in the United Nations Representative in the Geneva International Discussions (UNRGID) at Geneva.
The incumbent will directly report to the Senior Political Affairs Officer with a secondary reporting line with the UN Representative.
Responsibilities Under the overall supervision of the Assistant Secretary-General of UN Representative to the Geneva International Discussions and the direct supervision of the Senior Political Affairs Officer, the incumbent is responsible for the following tasks:

General Administration Handles a wide range of administrative duties/processes, (e.g., travel arrangement, visa application, expense statements, conference room bookings, etc.).
Responds to inquiries and provides information to staff.
Prepares, maintains, and updates files (electronic and paper) and manages, updates, and further develops and/or improves internal databases.
Designs and generates a variety of periodic and ad hoc reports from various databases, statistical tables, graphic contents, and other background materials/notes to facilitate inspection and other reviews.
Drafts correspondence and communications related to all aspects of administration, communicates relevant information to senior management, and coordinates responses to inquiries on behalf of the supervisor.
Initiates physical space planning; identifies office technology needs and maintenance of equipment software and systems.
Organizes and coordinates meetings and handles all necessary arrangements.
Prepares and processes UN forms and permissions for staff, including UN ground passes, and other access and door keys if needed.
Coordinates extensively with colleagues and staff to ensure deadlines are met and proposals and actions adhere to policies and rules.
Identifies complex or sensitive subjects for special treatment as well as priority issues that need to be brought to the supervisor's attention.
Budget and Finance Monitors expenditures of the UNRGID and compares with approved budget and appropriations as they are issued.
Prepares adjustments and redeployments as necessary.
Assists in preparation of budget performance submissions and finalization of budget performance reports.
Analyzing variances between approved budgets and actual expenditure and presenting conclusions for review by managers.
Performs other duties as required.
Procurement Is responsible for procurement and requisition of supplies and/or equipment and ensures that these items are securely and properly stored.
Receives requests and allocates approved requests for furniture and supplies.
Human Resources Supports the UNRGID in actions (including review, monitor of cases and priorities, and follow up as necessary) related to the administration of the Mechanism's human resources activities, e.g., recruitment of staff ensuring consistency in the application of UN rules and procedures.
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 and expertise in the use of ERP tools, such as Umoja and Inspira.
Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources.
Demonstrated ability to apply good judgment in the context of assignments given.
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.
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.
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.
Education High school diploma or equivalent is required.
Job - Specific Qualification Work Experience At least seven (7) years of experience in management, human resources, administrative services, general office support or related area is required.
The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level of university degree or higher.
Experience in the use of Enterprise Resource Planning (ERP) tools, such as Umoja and Inspira, is required.
At least five (5) years of experience within the United Nations System or similar international organization 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 official United Nations language is desirable.
Assessment Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice 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.
The United Nations is committed to creating a diverse and inclusive environment of mutual respect.
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.
No Fee .
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