Organization: United Nations Multidimensional Integrated
Stabilization Mission in the Central African Republic (MINUSCA)
Duty Station: Entebbe, Uganda
Job Opening Number: MINUSCA-2015-GS-ADMN-063
Report to: Chief Contract Management
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.
- 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.
- 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.
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.
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