Administrative Assistant – Mogadisho

SYG_Jobs UNSOS

ADMINISTRATIVE ASSISTANT, G6

  • Job Code Title: ADMINISTRATIVE ASSISTANT
  • Department/Office: United Nations Support Office in Somalia
  • Duty Station: MOGADISHU
  • Posting Period: 20 September 2022 – 19 October 2022
  • Job Opening Number: 22-Administration-UNSOS-190569-R-Mogadishu (N)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThis position is located within the Information Support Management Section (ISMS) in United Nations Support Office in Somalia, Mogadishu. The Administrative Assistant reports to an Administrative Officer in the Section.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: 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 Sections’ 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 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).
  •  May be responsible for guiding, training, and supervising the work of more junior General Service staff.

CONTRACT ADMINISTRATION:

  •  Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  •  Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
  •  Processes the payment of contractors’ invoices and monitor payments.
  •  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.

Competencies

  •  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.
  •  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.
  •  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.

EducationHigh school diploma or equivalent is required. Supplemental training in human resources, administration, or related area is desirable.

Work ExperienceA minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.

At least one year of experience in a conflict and post conflict environment is desirable.

Two years work experience in an office that provides public information services is desirable.

Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.

One year or more of experience in data analytics or related area is desirable.

LanguagesFluency in oral and written English is required. Knowledge of Somali and another official United Nations language is an advantage.

AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special NoticeAppointment against this position is for an initial period of one year. Extension of appointment will be subject to budgetary approval.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. 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 and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

HOW TO APPLY

Follow this link to Apply: https://careers.un.org/lbw/jobdetail.aspx?id=190569

Closing date: Wednesday, 19 October 2022