Administrative Assistant - United Nations (Apply by: November 18, 2015)

Posting Title:	ADMINISTRATIVE ASSISTANT
Job Code Title:	ADMINISTRATIVE ASSISTANT
Department/Office:	INTERNATIONAL RESIDUAL MECHANISM
Duty Station:	ARUSHA
Posting Period:	12 October 2015 - 18 November 2015
Job Opening Number:	48716

Special Notice

The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates.

NOTE FOR PREVIOUSLY ROSTERED CANDIDATES
Roster candidates must express their interest and availability for published job openings by submitting an updated PHP and cover letter.

Org. Setting and Reporting

This position is located in the Administrative Section, Registry, of the MICT Arusha branch. Within delegated authority, under the supervision of the Registrar, and the direction of the Administrative Officer, the Administrative Assistant will carry out the following duties:

Responsibilities

• Provide administrative assistance in the office of the Administrative Officer, particularly in terms of coordination, planning and organization of the unit’s programme of work.
• Take minutes of meetings on various subject matters, follow-up on agreed action items, assist in the implementation of decisions.
• Performs general administrative tasks, which includes preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, official travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants.
• Coordinate extensively with service units and liaise frequently with internal team members in both branches of the Mechanism as well as in ICTY and ICTR.
• Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assist with the organization and coordination of seminars, conferences and translations.
• Prepare financial authorizations, track expenditure against obligations, and perform contract management tasks.
• Assist finance and budget staff during peak workload periods with the preparation of the programme budget, review expenditures and provide reports thereon for managerial information and decision-making.
• Act as the Umoja focal point for the Arusha branch.
• Guide, train and supervise more junior level staff.
• Perform other duties as required.

Competencies

• Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures.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.

• 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 organisational 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.

Work Experience

Minimum of 6 years of progressively responsible experience within the United Nations system and/or the private or not-for-profit sector in the field(s) of finance, accounting, human resources, audit, administrative services, or in other related fields. Knowledge of the United Nations Umoja ERP is an advantage.

Languages

English and French are the working languages of the Mechanism for International Criminal Tribunals. For the post advertised, fluency in oral and written English is required. Working knowledge of French and/or Kiswahili is an advantage.

Assessment Method

There may be a technical test and/or a competency-based interview.

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.