Vacancy Announcement- Internal/External: Administrative Assistant

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

Location: Bissau

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;

General Administration:

  • 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;

Contract Management:

  • 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;

Competencies:

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.  

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