United Nations recrute 01 Assistant administratif

United Nations recrute 01 Assistant administratif

Org. Setting and Reporting

These positions are located in the United National Information Centre in Dakar (UNIC Dakar), within the Information Centres Service (ICS), Campaigns and Country Operations Division (CCOD), Department of Global Communications (DGC). The UNIC Dakar is the principal source of information about the United Nations system in Senegal, Cabo Verde, Cote d’Ivoire, Gambia, Guinea, Guinea-Bissau and Mauritania. UNICs are responsible for promoting public understanding and support for the aims and activities of the United Nations by disseminating UN information materials to a local audience in English and in French; engaging local and regional partners; and, overall, bringing the United Nations closer to the people it serves.

The incumbent works under the overall supervision of the Director in UNIC Dakar and the direct supervision of a National Information Officer in UNIC Dakar.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from Umoja system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Assist managers with procuring services from the Common Back Office (CBO) regarding UNIC’s administration and operational provisions and CBO Annual Review in close collaboration with the CBO
• Country Governance Board and CBO Management.
• Support the Common Premises initiative complying actions needed from the UN system in Senegal.
• 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor 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.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Knowledge of, and ability to apply knowledge of various 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 of work.
• 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.

Education

• A high school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related areas is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
• Experience in Microsoft Office is required.
• Experience working with Enterprise Resources Planning (ERP) systems such as Umoja, SAP is required.
• Experience working in an international setting such as the United Nations or any other international organization is desirable.
• Experience in using recruitment platforms or online talent management systems such as Inspira, PeopleSoft or similar is desirable.
• Experience providing administrative support (including budget and monitoring
  expenditure) to an office of the United Nations common system, or a comparable international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in English and French is required. Knowledge of local languages (Wolof or other) as well as another UN official language is desirable.

Date limite de candidature : Jan 27, 2024.

Pour postuler, veuillez cliquer sur ce lien : careers.un.org.