The UN Secretary-General’s 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.
The position is located in the UN Resident Coordinator’s Office in Kiev, Ukraine . The Administrative Assistant reports to the Resident Coordinator Team Leader. In the absence of the Executive Associate, Administrative Assistant provides support to the UN Resident Coordinator and the RCO as required.
Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)
HUMAN RESOURCES MANAGEMENT:
•Initiates, reviews, processes and follows-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.
•Responds to enquiries and provides 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.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
•Monitors staffing table and prepare relevant statistical data/charts.
BUDGET AND FINANCE:
•Assists 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.
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
•Prepares or customizes financial reports from IMIS system generated reports.
•Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
GENERAL ADMINISTRATION:
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• Acts 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
• Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors
• Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders
• Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services
• Maintains internal files and relevant documentations for procurement activities
• Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities
• Processes the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance
• Prepares and processes 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.
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.
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.
High school diploma or equivalent is required.
Seven years of 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.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written Ukrainian is required. Knowledge of English is required. Fluency in Russian language is highly desirable. Knowledge of another official United Nations language is an advantage.
NOTE: ‘Fluency’ equals a rating of ‘fluent’ in all four areas (speak, read, write and understand)and ‘Knowledge of’ equals a rating of ‘confident’ in two of the four areas.
Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.
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. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of SR 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, 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.
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.
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.
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