United Nations MINUSCA Jobs – Administrative Assistant

Organization: United Nations Multidimensional Integrated
Stabilization Mission in the Central African Republic (MINUSCA)
Duty Station: Entebbe, Uganda
Grade: GL-4
Job Opening Number: MINUSCA-2015-GS-ADMN-063
Report to: Chief Contract Management
About MINUSCA:
The Security Council established the United Nations Multidimensional
Integrated Stabilization Mission in the Central African Republic (MINUSCA) by
its resolution 2149 (2104) of 10 April 2014 and requested the Secretary-General
to subsume BINUCA in the new mission as of the date of the adoption of that
resolution.  It further requested the
Secretary-General to ensure a seamless transition from BINUCA to MINUSCA.
Acting under Chapter VII of the Charter of the United Nations, the
Security Council authorized MINUSCA to take all necessary means to carry out
its mandate, within its capabilities and its areas of deployment.
Key Duties and Responsibilities: Within delegated authority; the
Administrative Assistant will be responsible for the following duties:
1. Human Resources Management:
  • Initiates, processes, monitors, reviews
    and follows-up on actions related to the administration of the unit’s
    human resource activities, e.g., recruitment, placement, relocation,
    promotion, performance appraisal, job classification reviews, separation,
    training etc., ensuring consistency in the application of regulations and
    procedures.
  • Enters, maintains and certifies
    administrative data and records for time and attendance, performance
    appraisal, etc in electronic information systems.
  • Regularly reviews entitlements-related
    claims and reports.
  • Provides advice and guidance to staff with
    respect to administrative procedures, processes and practices, services as
    necessary.
  • Maintains and reviews staffing tables;
    prints and reviews IMIS reports.
2. Budget and Finance:
  • Monitors status of expenditures and
    allotments through IMIS, records variations, updates budget tables.
  • Consolidates data received and provides
    support to higher-level staff with respect to budget reviews of relevant
    intergovernmental and expert bodies.
  • Regularly reviews status of relevant
    expenditures and compares with approved budget
  • Reviews requisitions for goods and
    services to ensure (a) correct objects of expenditure have been charged
    and (b) availability of funds.
  • Prepares statistical tables and standard
    financial reports
3. General Administration:
  • Prepares, processes and follows up on
    administrative arrangements and forms related to the official travel of
    staff
  • Updates and maintains files of rules,
    regulations, administrative instructions and other related documentation.
  • Drafts routine correspondence
  • Maintains up-to-date work unit files (both
    paper and electronic).
  • Actively 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; organizing and coordinating administrative
    arrangements for seminars, conferences and translations, identification of
    office technology needs and maintenance of equipment, software and systems
4. Contract Administration:
  • Supports the day-to-day administration of
    contracts between the UN and external contractors for outsourced services.
  • Audits the contractors’ invoices against
    the goods and services rendered 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.
Qualifications, Skills and Experience: 
  • The ideal candidate for the United Nations
    MINUSCA Administrative Assistant job opportunity should hold a High school
    diploma or equivalent
  • A minimum of four years’ experience in
    administrative services, human resources, finance, accounting, audit or a
    related area.
  • Language:
    English and French are the working languages of the United Nations
    Secretariat For die post advertised, fluency in oral and written English
    is required. Working Knowledge of another official United Nations language
    is an advantage.
Personal Competencies:
  • Professionalism:
    Ability to perform a broad range of administrative functions, eg.,
    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
  • 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&
    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.
  • Accountability:
    Takes ownership of all responsibilities and honors commitments; delivers
    output for which one has responsibility within prescribed time, cost and
    quality standards; operates in compliance with organizational 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.
  • Creativity:
    Actively seeks to improve programmes or services; offers new and different
    options to solve problems or meet client needs; promotes and persuades
    others to consider new ideas; takes calculated risks on new and unusual
    ideas; thinks outside the box”; takes an interest in new ideas and
    new ways of doing things; is not bound by current thinking or traditional
    approaches.
  • 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
    die 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
  • Commitment
    to Continuous Learning:
    Keeps abreast of new developments in own
    occupation/ profession; actively seeks to develop oneself professionally
    and personally; contributes to the learning subordinates; shows
    willingness to learn from others; seeks feedback to learn and improve.
  • Technological
    Awareness
    : Keeps abreast of available technology; understands
    applicability  of technology to the
    work of the office; actively seeks to apply technology to appropriate
    tasks; shows willingness to learn new technology.
How to Apply:
All suitably qualified and interested candidates desiring to serve the
United Nations Multidimensional Integrated Stabilization Mission in the Central
African Republic (MINUSCA) in the aforementioned capacity express their interest
by sending the following documents;
  • An Updated CV
  • The United Nations Personal History Form
    (P-11), download here
  • Academic certificates and High School
    Diplomas
  • Birth Certificate – if not, a combination
    of (i) Assessment of Age and National ID Card (the Assessment of Age on
    its own isn’t acceptable)
  • Three letters of reference from former
    employers or academic instructors for external candidates.
  • Internal candidates must submit two of the
    most recent performance evaluations (EPAS)
All the above completed documents should be sent via E-mail to:
minusca-recruitmentNTL@un.org. Please label the subject of your E-mail as VA
MINUSCA-2015-GS-ADMN-063.
Deadline: 8th May, 2015
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