Apply for Administrative Assistant, Suva, Fiji Job Vacancy | Position

Organizational Setting and Reporting

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to advertise sustainable and inclusive improvement and regional connectivity within the Asian and Pacific area. ESCAP’s position as a regional improvement arm of the United Nations Secretariat is to assist its membership with policy-oriented analysis and evaluation, normative assist and technical help and capability constructing, to reply to the event priorities and altering wants of the Asian and Pacific area. This place is positioned within the ESCAP Subregional Office for the Pacific. The incumbent experiences to the Senior Economic Affairs Officer and Deputy Head.

Responsibilities

Under the direct supervision of the Senior Economic Affairs Officer and Deputy Head and total supervision of the Head, Subregional Office for the Pacific, the incumbent is required to carry out the next features: Human Resources Management

• Initiates, opinions, processes and follows-up on actions associated to the administration of the unit’s human useful resource actions, e.g., recruitment of workers and consultants, placement, promotion, relocation, efficiency appraisal, job classification opinions, separation of workers members, coaching and so forth., guaranteeing consistency within the application of UN guidelines and procedures.
• Responds to enquiries and supplies info and recommendation, steerage and assist to workers concerning their entitlements, administrative procedures, processes and practices, circumstances of service, duties and obligations, and entitlements beneath the Staff Rules and Regulations.
• Oversees the upkeep of emptiness announcement information and retains monitor of standing of emptiness bulletins. Reviews and processes associated claims and experiences, personnel actions, entitlements by a system.
• Monitors staffing desk and put together related statistical knowledge/charts. Budget and Finance
• Assists within the preparation and evaluation of economic and human useful resource proposals/necessities. Consolidates finances/work programme with respect to Headquarters’ finances, belief funds, grants and procurement and supplies assist to higher-level workers with respect to finances opinions of related intergovernmental and knowledgeable our bodies.
• Reviews requisitions for items and providers to make sure (a) appropriate objects of expenditure have been charged and (b) availability of funds and displays precise expenditures and compares with permitted finances; prepares changes as obligatory.
• Assists managers within the elaboration of useful resource necessities for finances submissions and in responses to explicit questions concerning to finances and finance from UN places of work together with Internal and External Auditors, ACABQ, and so forth. submissions.
• Assists in preparation of finances efficiency submissions and finalization of finances efficiency experiences, analysing variances between permitted budgets and precise expenditures
• Prepares statistical tables and normal monetary experiences and coordinates with the Finance Division in reference to the receipt of donor contributions.. elQ2Up3 ByLeZs
• Co-ordinates with different finance and finances workers on associated points throughout preparation of finances experiences. General Administration
• Drafts routine correspondence to reply to enquiries in respect to related administrative, monetary audit, personnel issues.
• Coordinates extensively with service models and liaises regularly with inside staff members each at Headquarters and within the subject.
• Performs different associated administrative duties, as required (e.g., administrative preparations and types associated to the official journey of workers, operational journey programme; monitoring accounts and cost to distributors and particular person contractors for providers; bodily house planning; identification of workplace expertise wants and upkeep of kit, software program and programs; organizing and coordinating seminars, conferences and translations). Maintains information of guidelines, rules, administrative directions and different associated documentation
• Responsible for guiding, coaching, and supervising the work of extra junior General Service workers.
• Assists with the gathering and evaluation of knowledge in addition to preparation of knowledge displays and experiences for info sharing, responding to queries, data administration, planning and choice making.
• Assists with visualizations and updating info materials equivalent to net pages or brochures. Contract Administration
• Assists with day-to-day administration of contracts between the UN and exterior contractors for outsourced providers.
• Audits the contractors’ invoices in opposition to the products and providers supplied by the contractor and permitted by the UN.
• Processes the cost of contractors’ invoices and monitor funds. Reviews specs for Request for Proposal required for procurement course of: provision of stationery provides, provide and supply of photocopy paper, catering, and so forth. and assists with the analyses of bids for proposed contract awards previous to submission to the Procurement Division.
• Prepares and processes all UN types and permissions for contractual and work Unit, Section or Service UN workers, together with UN grounds passes, property passes, UN parking permits, swipe-card entry and door keys.
Financial information subscriptions

Competencies

Professionalism: Ability to carry out a broad vary of administrative features, e.g., finances/work programme, human sources, database administration, and so forth. Ability to apply data of assorted United Nations administrative, monetary and human sources guidelines and rules in work conditions. Shows satisfaction in work and in achievements; demonstrates skilled competence and mastery of material; is conscientious and environment friendly in assembly commitments, observing deadlines and attaining outcomes; is motivated by skilled somewhat than private considerations; exhibits persistence when confronted with troublesome issues or challenges; stays calm in worrying conditions; dedication to implementing the purpose of gender equality by guaranteeing the equal participation and full involvement of ladies and men in all elements of labor. Able to carry out evaluation, modelling and interpretation of knowledge in assist of decision-making. Client Orientation: Considers all these to whom providers are supplied to be “clients” and seeks to see issues from purchasers’ perspective; establishes and maintains productive partnerships with purchasers by gaining their belief and respect; identifies purchasers’ wants and matches them to applicable options; displays ongoing developments inside and out of doors the purchasers’ setting to maintain knowledgeable and anticipate issues; retains purchasers knowledgeable of progress or setbacks in initiatives; meets timeline for supply of services or products to consumer. Teamwork: Works collaboratively with colleagues to attain organizational targets; solicits enter by genuinely valuing others’ concepts and experience; is keen to be taught from others; locations staff agenda earlier than private agenda; helps and acts in accordance with closing group choice, even when such selections might not fully replicate personal place; shares credit score for staff accomplishments and accepts joint accountability for staff shortcomings.

Education

High college diploma or equal is required. A primary-level college diploma could also be accepted in lieu of two years of required expertise

Job – Specific Qualification

A tertiary or larger training in enterprise administration, human sources administration or a associated subject is fascinating. Supplementary coaching in enterprise administration, finance, accounting and human sources or associated areas is fascinating.

Work Experience

A minimal of seven years (or 5 years if graduated with a first-level college diploma) of progressively accountable expertise in administrative providers, finance, accounting, audit, human sources or associated space is required. 1 12 months or extra of expertise in knowledge analytics or associated space is fascinating. Work expertise with an Enterprise Resources Planning (ERP) system, equivalent to SAP/Umoja or comparable, is fascinating. 3 years or extra of expertise in procurement or associated space is fascinating. Experience in administrative and organizational features within the United Nations Common System or in worldwide organizations much like these within the UN Common System is fascinating.

Languages

English and French are the working languages of the United Nations Secretariat. For the put up marketed, fluency in English is required. Knowledge of one other UN official language is a bonus.

Assessment

Qualified candidates could also be evaluated by a competency-based interview and/or different evaluation strategies.

Special Notice

This place is topic to native recruitment pursuant to workers rule 4.4 of the United Nations Staff Rules. Applicants for positions within the General Service and associated classes should be licensed to work for the United Nations within the responsibility station the place the place is positioned. Eligible candidates chosen from outdoors the responsibility station are accountable for any bills in reference to their relocation to the responsibility station. Staff members topic to native recruitment usually are not eligible for allowances or advantages solely relevant to worldwide recruitment. Applicants for GS and associated positions might apply and be thought-about for regionally recruited positions regardless of the place they’re at present positioned (together with the present serving workers members at different responsibility stations), supplied they’re regionally obtainable upon appointment. They should be licensed to work within the nation no matter the place they stay on the time of making use of for the job opening. At the United Nations, the paramount consideration within the recruitment and employment of workers is the need of securing the very best requirements of effectivity, competence and integrity, with due regard to geographic range. All employment selections are made on the premise of {qualifications} and organizational wants. The United Nations is dedicated to creating a various and inclusive setting of mutual respect. The United Nations recruits and employs workers no matter gender identification, sexual orientation, race, non secular, cultural and ethnic backgrounds or disabilities. Reasonable lodging for candidates with disabilities could also be supplied to assist participation within the recruitment course of when requested and indicated within the application. Applicants, who efficiently undergo a aggressive recruitment course of and are beneficial for choice and/or inclusion within the roster of pre-approved candidates for subsequent job openings on the identical stage and with comparable features, might have their application info and roster standing shared with different UN Organizations. Such candidates could also be contacted by different UN Organizations for comparable job openings, topic to the affirmation of their curiosity. Placement on the roster is not any assure of a future choice.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration within the employment of the workers is the need of securing the very best requirements of effectivity, competence, and integrity. Candidates won’t be thought-about for employment with the United Nations if they’ve dedicated violations of worldwide human rights legislation, violations of worldwide humanitarian legislation, sexual exploitation, sexual abuse, or sexual harassment, or if there are affordable grounds to consider that they’ve been concerned within the fee of any of those acts. The time period “sexual exploitation” means any precise or tried abuse of a place of vulnerability, differential energy, or belief, for sexual functions, together with, however not restricted to, profiting monetarily, socially or politically from the sexual exploitation of one other. The time period “sexual abuse” means the precise or threatened bodily intrusion of a sexual nature, whether or not by power or beneath unequal or coercive circumstances. The time period “sexual harassment” means any unwelcome conduct of a sexual nature that may fairly be anticipated or be perceived to trigger offence or humiliation, when such conduct interferes with work, is made a situation of employment or creates an intimidating, hostile or offensive work setting, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who’ve dedicated crimes aside from minor site visitors offences will not be thought-about for employment. Due regard will likely be paid to the significance of recruiting the workers on as extensive a geographical foundation as doable. The United Nations locations no restrictions on the eligibility of women and men to take part in any capability and beneath circumstances of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking setting. Reasonable lodging could also be supplied to candidates with disabilities upon request, to assist their participation within the recruitment course of. By accepting a letter of appointment, workers members are topic to the authority of the Secretary-General, who might assign them to any of the actions or places of work of the United Nations in accordance with workers regulation 1.2 (c). Further, workers members within the Professional and better class as much as and together with the D-2 stage and the Field Service class are usually required to maneuver periodically to discharge features in numerous responsibility stations beneath circumstances established in ST/AI/2023/3 on Mobility, as could also be amended or revised. This situation of service applies to all place particular job openings and doesn’t apply to momentary positions. Applicants are urged to fastidiously comply with all directions obtainable within the on-line recruitment platform, inspira, and to confer with the Applicant Guide by clicking on “Manuals” within the “Help” tile of the inspira account-holder homepage. The analysis of candidates will likely be carried out on the premise of the knowledge submitted within the application in accordance with the analysis standards of the job opening and the relevant inside legislations of the United Nations together with the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and pointers. Applicants should present full and correct info pertaining to their private profile and {qualifications} in accordance with the directions supplied in inspira to be thought-about for the present job opening. No modification, addition, deletion, revision or modification shall be made to purposes which have been submitted. Candidates beneath severe consideration for choice will likely be topic to reference checks to confirm the knowledge supplied within the application. Job openings marketed on the Careers Portal will likely be eliminated 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.