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Job vacancy Administrative Assistant
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Job OpeningPosting Title:Administrative Assistant, G6Job Code Title:ADMINISTRATIVE ASSISTANTDepartment/Office:International Seabed AuthorityDuty Station:KINGSTONPosting Period:19 June 2020 - 18 July 2020Job Opening Number:20-Administration-ISA-137344-R-Kingston (R)Staffing ExerciseN/AUnited Nations Core Values: Integrity, Professionalism, Respect for DiversityApply Now
Org. Setting and Reporting
This position is located in the Office of Legal Affairs (OLA) at the headquarters of The International Seabed Authority in Kingston, Jamaica. The incumbent directly reports to and works under the direction of the Director of OLA.Responsibilities
Within delegated authority, under the direct supervision of the Deputy Secretary-General and Director, Office of Legal Affairs (OLA), the Administrative Assistant will be responsible for the following duties:
1. Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial audit, personnel matters.
2. Maintains relevant internal databases and files up to date and properly safeguarded; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations.
3. Coordinates extensively with service units and liaises frequently with internal team members to support manager(s) in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
4. Serve as the main focal point with the Office of Administrative Services (OAS) for travel, leave, and other related workflows
5. Assists the director and OLA staff on administrative matters.
6. Assists the director and OLA staff in correspondence and communications connected to the substantive work of the department.
7. Performs other related administrative duties, as required (e.g., operational travel programme; managing priorities and work flow of the Director; scheduling on behalf of the Director with appropriate consultation as required; effectively prioritizing and resolving related conflicts and competing demands; screening and prioritizing all incoming/outgoing correspondence; compiling relevant background documents and references; identifying issues requiring the Director’s attention and referring others to relevant officer for appropriate disposition; monitoring and follows-up on actions to be taken;
8. On behalf of the Director, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Director and relevant OLA staff; undertakes representational duties on behalf of the Director, including serving as first point of contact and liaison with senior officials internally and externally; monitors accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizes and coordinates seminars, conferences and translations).
9. Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
10. Supports the Office of the Director in the gathering of information/documentation to respond to audit requests and prepares draft responses accordingly.
• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management and reporting, etc. Ability to apply organizational rules and policies, as well as implementation of organizational initiatives. 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. 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.
• 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.
High school diploma or equivalent is required.Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in using an integrated information system / enterprise resource platform (such as SAP or other similar system), for staff administration functions is required.
Experience in processing travel requests and travel arrangements is desirable..
Experience in electronic filing system, such as Sharepoint, or other comparable systems is desirable.
English and French are the working languages of the Authority. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the ISA Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
ISA reserves the right to appoint at one level lower than the level of the vacancy.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.Apply Now
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