Date of expiration: November 13, 2023, Monday | Administrative Assistant Job Vacancy In Kinshasa | UNEP
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Administrative Assistant, G6 (Posting Title) - Administrative Assistant, Job Code
- United Nations Environment Programme Department/Office
- Station of duty: KINSHASA
- Posting Window: October 15, 2023, to November 13, 2023
- 23-Administration-UNEP-218761-R-Kinshasa (X) is the number for the job opening.
- Integrity, professionalism, and respect for diversity are among the tenets of the United Nations
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Responsibilities
MANAGEMENT OF HUMAN RESOURCES:
- initiates, reviews, processes, and follows up on actions related to the management of the unit’s human resource activities, such as hiring staff and consultants, placing them, promoting them, moving them, conducting performance reviews, reviewing job classifications, separating staff members, providing training, etc., while ensuring consistency in the application of UN policies and rules.
- Responds to questions and gives staff members information and advice about their rights, administrative processes, practices, terms of service, obligations, and rights under the Staff Rules and Regulations.
- oversees the upkeep of the files containing the job openings and maintains track of their progress. UMOJA is used to review and process personnel actions.
- keeps an eye on the staffing table and creates the necessary statistical data/charts.
- FINANCE AND BUDGET:
- helps with the creation and evaluation of proposals and requirements for finances and human resources. consolidates the budget and work schedule in relation to the trust funds, grants, and procurement for the headquarters.
- Spending is tracked, compared to the approved budget, and adjusted as necessary.
- helps managers to specify the resources they’ll need for budget submissions.
- Analyzes discrepancies between approved budgets and actual spending to assist in the production of budget performance submissions and the completion of budget performance reports.
- prepares or alters financial reports generated by the UMOJA system.
- During the creation of budget reports, coordinates with other finance and budget professionals on pertinent matters.
- Supporting meetings administratively and managing attendees’ travel reimbursement requests. GENERAL MANAGEMENT:
- Writes routine letters in response to questions about pertinent administrative, budgetary, and personnel issues.
- comprehensive service unit coordination and regular internal team communication, both at headquarters and in the field.
- Performs additional administrative tasks as needed, such as coordinating operational travel plans, monitoring accounts, paying vendors and independent contractors for services, planning physical spaces, determining office technology requirements, and maintaining hardware, software, and systems.
- Guide, train, and oversee the work of more junior General Service employees, if necessary. MANAGEMENT OF CONTRACTS:
- helps with the daily management of agreements between the UN and outside contractors for outsourced services.
- checks the invoices of the contractors against the products and services the contractors provided and the UN approved.
- carries out the process of paying contractor bills and keeps track of payments.
- Prepares and processes all UN forms and approvals, including: UN grounds passes, UN property passes, UN parking permits, swipe-card access, and door keys, for contractual and work Unit, Section, or Service UN staff.
- helps with data gathering, analysis, and presentation for use in knowledge management, planning, and decision-making processes as well as in information exchange, query response, and report production.
- helps with visuals and information updates for brochures or websites.
- Carry out any other relevant tasks that may be allocated.
Competencies
SKILL: The capacity to do data analysis, modeling, and interpretation in support of decision-making. the capacity to carry out a variety of administrative tasks, including managing databases, budgets and work plans. Knowledge of various United Nations administrative, financial, and human resources rules and regulations and the ability to use that knowledge in professional settings. demonstrates professional competence and subject-matter mastery; is diligent and effective in meeting commitments, adhering to deadlines, and achieving results; is driven by professional concerns rather than personal ones; demonstrates perseverance when faced with difficult problems or challenges; remains calm in stressful situations; and is committed to implementing the goal of gender equality by ensuring the equal participation and full in all aspects of work. the capacity to analyze, model, and understand data to support decision-making. 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. Considers all people for whom services are provided to be “clients” and tries to understand their perspective; builds and maintains successful relationships with clients by earning their trust and respect; recognizes clients’ needs and matches them with appropriate solutions; keeps track of ongoing developments inside and outside the clients’ environment to stay informed and foresee issues; informs clients of progress or setbacks in pr
Education
- It must have a high school diploma or its equivalent.
Job-Specific Requirements
- It would be ideal to pursue additional technical education as well as supplemental courses in business administration, program/project management, or other related areas.
Experience at Work
- It is necessary to have at least seven (7) years of experience in administrative services, finances, accounting, auditing, human resources, or a similar field.
- For candidates with a first-level university degree, the required number of years of relevant experience is reduced by two (2) years.
- Experience in data analytics or a related field of at least one (1) year is preferred.
Languages
- The working languages of the United Nations Secretariat are English and French. Fluency in both English and French is necessary for the role listed. It would be ideal to know another official UN language. NOTE: “Knowledge of” equals a rating of “confident” in two of the four areas, while “Fluency” equals a rating of “fluent” in all four areas (read, write, speak, and understand).
Assessment
- An assessment exercise and a competency-based interview may both be used to evaluate competent individuals.
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