Administrative Assistant (two posts), New York (G-6) - Office for Disarmament Affairs - Closing date: Wednesday, 1 February 2017
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | OFFICE FOR DISARMAMENT AFFAIRS |
| Duty Station: | NEW YORK |
| Posting Period: | 18 January 2017 - 01 February 2017 |
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
•Performs, under minimal supervision, the full range of administrative and accounting support functions; typically provides administrative support to both the Administrative Officer and the Finance Officer.
•Assists with the detailed review of activities of the offices of the JIM for financing from the Trust Fund.
•Assists in ensuring that all contributions to the JIM Trust Fund are in accordance with the financial policies, procedures, rules and regulations of the United Nations.
•Provides support to the Finance Officer with respect to the management of the JIM’s Trust Fund.
•Maintains a database of approved projects and signed financial agreements.
•Assists in the issuance of allotments, including redeployment of funds from the Trust Fund when necessary, ensuring appropriate expenditures.
•Provides support to the Finance Officer in monitoring the Trust Fund expenditures to ensure that they remain within authorized levels.
•Assists with the preparation of relevant documentation with respect to the budget performance submissions.
•Manages, updates and further develops related internal databases.
•Performs other duties as assigned.
Competencies•Performs, under minimal supervision, the full range of administrative and accounting support functions; typically provides administrative support to both the Administrative Officer and the Finance Officer.
•Assists with the detailed review of activities of the offices of the JIM for financing from the Trust Fund.
•Assists in ensuring that all contributions to the JIM Trust Fund are in accordance with the financial policies, procedures, rules and regulations of the United Nations.
•Provides support to the Finance Officer with respect to the management of the JIM’s Trust Fund.
•Maintains a database of approved projects and signed financial agreements.
•Assists in the issuance of allotments, including redeployment of funds from the Trust Fund when necessary, ensuring appropriate expenditures.
•Provides support to the Finance Officer in monitoring the Trust Fund expenditures to ensure that they remain within authorized levels.
•Assists with the preparation of relevant documentation with respect to the budget performance submissions.
•Manages, updates and further develops related internal databases.
•Performs other duties as assigned.
Professionalism: Knowledge of financial regulations and rules, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
EducationCommunication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
High school diploma or equivalent is required.
Work Experience
A minimum of seven years of progressively responsible experience in accounting, management, administrative services or related area is required. Experience in using an ERP system such as the SAP based ERP system (Umoja) of the United Nations is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.