Administrative Assistant (G4)

Accountabilities:

Within delegated authority and under the supervision of the Senior Programme Finance and Budget Specialist, PTPU, Division for Peace, the Administrative Assistant is responsible for the following duties (in compliance with the Institute`s relevant policies, guidelines, procedure and processes):

Act as the Peacekeeping Training Programme Unit (PTPU) focal point to the internal operations units across the institution to ensure effective daily operations are executed by:

1. Contracts processing and monitoring by:

• Preparing contract requests;
• Collecting and redirecting documentation for contract issuance;
• Liaising with incoming team members including providing welcome packages and necessary forms for initiation procedures;
• Providing advice and guidance with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary;
• Updating and monitoring database of consultants, individual contractors, trainees, and other team member positions within PTPU;
• Collecting and redirecting evaluations of consultants, individual contractors, and trainees;
• Collecting and redirecting clearance of consultants, individual contractors, and trainees for the closing documentation;
• Providing such other contracts management support as necessary;

      2. Travels processing and monitoring by:

• Preparing mission authorizations for PTPU team members and meeting participants;
• Coordination and advising team members on travel guidelines;
• Liaising with travel agents to coordinate travel itineraries and visas;
• Preparing requests for insurance coverage for meeting participants, trainees and interns, where applicable;
• Reviewing and preparation for submission of mission reports and travel claims;
• Redirecting travel claims to FBS for reimbursement for PTPU team members;
• Updating and monitoring database for missions and the submission of mission reports and travel claims;

      3. Procurement processing and monitoring by:

• Preparing requests for the procurement of goods and services;
• Reviewing requisition for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
• Advising team members on procurement guidelines;
• Reviewing invoices for payment of goods and services;
• Ensuring invoices for purchase are submitted to the Administration and Procurement Section (APU) for payment on time.

Support the overall coordination of Programme Unit's activities by:

• Providing clerical, administrative and logistical support to meetings, boards, committees, conferences, etc. including the preparation and distribution of minutes and monitoring follow-up activities;
• Using standard word-processing package, producing a wide variety of large, complex documents and reports;
• Updating and maintaining large distribution lists;
• Reviewing, recording, routing and/or processing mail or other documents; gathering pertinent background material; tracking and monitoring follow-up action as required;
• Monitoring, preparing and distributing various materials, coordinating shipment arrangements, courier service, etc.;
• Maintaining files (both paper and electronic) and databases for the Programme Unit;
• Responding or drafting responses to routine correspondence and other communications;
• Proofreading documents and editing texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
• Recording and maintaining leave and attendance for team members within the Programme Unit database;
• Maintaining Programme Unit calendar/schedules; monitoring changes and communicate relevant information to appropriate team members within and outside of the Programme Unit;
• Monitoring processes and schedules related to the Programme Unit's outputs, products, tasks and following-up on impending actions;
• Where applicable, assisting in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant requirements;
• Providing guidance to less experienced staff on general office processes and procedures.

Work implies frequent interaction with the following:

• Peace Keeping Training Programme (PTPU)'s team members, 
• Counterparts, Colleagues of the Division for Operations: Human Resources, Administration, and Finance and Budget.

Results expected:

Effective delivery of a wide range of administrative and office support functions under moderate supervision is ensured. Financial, administrative and management support to the Programme Unit is provided.

Competencies:

• Professionalism – Knowledge of general office and administrative support including administrative policies, processes, and procedures; knowledge and competence on standard office support, including ability to maintain current and complete filing systems and record data accurately, shows pride in work and in achievements, 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 and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 
• 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.
• Communications – 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. 
• Accountability - Takes ownership of all responsibilities and honours commitments; delivers outputs 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 personalresponsibility for his/her own shortcomings and those of the work unit, where applicable.
• 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.
• Respect for Diversity - Works effectively with people from all backgrounds, treats all people with dignity and respect, treats men and women equally, shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision-making, examines own biases and behaviours to avoid stereotypical responses, does not discriminate against any individual or group.

Minimum requirements

Experience: At least three (3) years of experience, preferably within the UN or international environment in the field of human resources management, administration or other related fields. The minimum years of relevant experience is reduced to 1 year for candidates who possess first level university degree or higher

Education: Completion of high school or equivalent diploma.

Language: Fluency in English; fluency in one or more official UN languages is desirable.

Special Notice:

UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.

UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.

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 Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications 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.

No Fee:

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