SENIOR ADMINISTRATIVE ASSISTANT, United Nations, Kuwait

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Org. Setting and Reporting

This position is in the Field Technology Section (FTS) within the United Nations Assistance Mission for Iraq (UNAMI), Kuwait Office. The Incumbent will report to the Chief, Field Technology Section.

Responsibilities

Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: Data Analytics: • Involved in developing new capabilities to meet the 12 strategic principles identified by the SG’s data strategy be translating the ICT strategies into deliverables; Maintains specific information products in their area and assists mission senior management in providing information products to others; drafts correspondence and communications related to all aspects of data analysis, including information on available data sets, data catalogs and data analysis, revisions and other related issues, as well as preparing unit contributions for a variety of periodic reports. Will be responsible for role assignment in Umoja/ SAP and will also work as the first line of support for Umoja/ SAP related issues for the whole mission. General Administration: • Provides guidance and daily supervision to other general service staff in the Kuwait office; Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions; 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, disposal and clearing of disposes items, keep abreast with all Security plans and their implementation and will identify office technology needs and maintenance of equipment, software and systems, organize and coordinate conferences. Will be responsible to facilitate and coordinate high level events in Kuwait office organized by UNAMI or KJSO. Will be managing, supporting, and coordinating projects done by UNAMI in Kuwait. Will provide support and assistance to Resident Coordinators Office, Kuwait office for all services. Budget and Finance: • Provides expert assistance in the preparation and development of FTS work programme and budget; Assists in monitoring budget/work programme with respect to mission budgets, trust funds, grant and other funds on a regular basis; Collects data from relevant databases and prepares customized financial reports; Provides assistance in the review, and preparation of the medium-term plan and its revisions; Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates; Assists managers in the elaboration of resource requirements for budget submissions; Monitors budget implementation/expenditures and recommends reallocation of funds as necessary; Prepare requisitions for goods and services to ensure (a) correct Umoja objects code of expenditure have been charged, and (b) availability of funds; Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures; Assists in the preparation of budget performance submissions; Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. Human Resources Management: • Coordinates various actions related to the administration of UNAMI Kuwait work unit’s human resource activities, ensuring consistency in the application of UN rules, regulations, policies, and procedures. Liaises with mission support office sections in Baghdad as required; Oversee the residency and visa related issue for all UNAMI staff in Kuwait and will also provide assistance as and when required to visiting staff; Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements; Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations; Monitors Umoja staffing tables for a variety of human resource activities. • Performs other duties as assigned.

Competencies

Professionalism: Knowledge of function-related provisions of United Nations Rules, Regulations, Manuals and Policies. Knowledge of computer applications Microsoft O365. Advanced knowledge of Umoja or ERP Application SAP. Advanced knowledge of Role assignment in Umoja/ SAP. Data Analytics and Business Intelligence knowledge. Good analytical and problem-solving skills, plus the ability to handle a range of communications equipment. Good interpersonal skills: ability to work in multi-cultural, multi-ethnic environment with sensitivity, humanity, and humility. Receptive towards client needs. Demonstrated organizational skills and ability to establish priorities and to plan, coordinate and monitor own work plan, with minimal supervision, under the pressure of frequent and tight deadlines. 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. 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 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 the 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

IPSAS Certification is required. ITIL Certification Foundation is required. Project Management Foundation Certification is required. Technical training in Finance, Budget, Human Resources Management, Information Management or Information Systems is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible experience in Information Technology, Administration, Finance and Budget, Human Resources, or related area is required. Experience working at UN Agencies in this capacity is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.

Assessment

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

Special Notice

• This position is temporarily available until 31 December 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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https://careers.un.org/jobSearchDescription/244326?language=en


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