Vacancy #: UNIOGBIS/SRSG-PAS/PIU/2019/03
Deadline: 15 days from the posting date
Post Title: AdministrativeAssistant
Level: GS-4 (Temporary Appointment)
Post Number: 30902570
Organizational Unit: SRSG-PAS/PIU
Initial Appointment: 6 months (subject to extension)
UNIOGBIS invites qualified Internal/External candidates to apply for the position highlighted above. Candidates are requested to submit the P.11 form/CV to UNIOGBIS Human Resource Office and clearly indicate the vacancy number they are applying to and attach copies of the following: Proof of Guinea-Bissau nationality (Birth Certificate/National Identity Card/Passport), diploma/certificate and employment letters from previous employer(s). Incomplete P.11 form/CV will not be processed.
Please note that you can also apply by email to [email protected]; Kindly note that applications received will be reviewed and only short-listed candidates will be notified. Applications received after the deadline will not the accepted.
Basic Job Description:
This position is located in the United Nations Integrated Peacebuilding Office in Guinea-Bissau. The Administrative Assistant reports to the Chief Public Information Unit (PIU).
Purpose: The focus of this job is to provide administrative support across a range of Human Resources, Budget/Financial Management, and administrative tasks of the Public Information Unit (PIU) and to effectively carry out front office tasks exercising client orientation.
Description of Main Duties:
Human Resource Management:
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in UMOJA;
- Processes entitlements-related claims and reports;
- Facilitates the extension of contracts for staff, ICs, UNV and consultants;
- Monitors the attendance of PIU staff, including preparation of leave plans;
- Maintains and reviews organizational staffing tables;
- 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;
Budget and Finance:
- Monitors status of expenditures and budget allotments for PIU, 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;
- Prepares funds pre-commitment and commitments in UMOJA for PIU projects;
- Assists when necessary, the processing of F10 claims reimbursement related to Education Grant, fuel & security on behalf of the Chief PIU;
- 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;
- Assists in the preparation of statistical tables and standard financial reports;
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff;
- Maintains the schedule of the Chief PIU, monitor changes and communicate relevant information to parties concerned;
- Drafts routine correspondence;
- Maintains files of rules, regulations, administrative instructions and other related documentation;
- Maintains up-to-date work unit files (both paper and electronic);
- Arrange meetings/appointments for the Chief PIU with internal/external and prepare relevant background documents for such meetings;
- Provide useful information and reference documents for new staff for them to familiarize themselves with relevant administrative procedures as well as PIU’s work processes;
- Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payments 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 administrative arrangements for Meetings Seminars, Conferences and Translations;
- Assists with day-to-day administration of contracts between the Section and external contractors for outsourced services;
- Processes payments of contractors’ invoices and monitor the payments;
- Prepares and processes UN forms and permissions for contractual work and services, including UN ground passes, property passes, and doors keys;
- Performs other duties as required by the supervisor;
Professionalism: Shows pride in work and achievements; demonstrates professional integrity, 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 the audience; demonstrates openness in sharing information and keeping people informed.
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.
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.
Qualifications and Requirements:
Education: High school diploma or equivalent is required.
Work Experience: A minimum of 3 years of progressively responsible experience in the field of administrative services, finance, accounting, audit, contracting and human resources or related field.
Language: English and French are working languages of the UN Secretariat. For this position, fluency in English and Portuguese (both oral and written) is required. Knowledge of French is desirable.
|Preference will be given to equally qualified women candidates. Completed detailed applications documentation as specified above referring to Vacancy#: UNIOGBIS/SRSG-PAS/PIU/2019/03 should be forwarded to the attention of: Human Resources Section (HRS), UNIOGBIS Headquarters, Bairro Penha – Bissau, Guinea-Bissau.|