Système des coordonnateurs résidents recruits 01 Administrative Assistant

Vacance de poste

Intitulé publication : Administrative Assistant, G6

Intitulé code d’emploi : Assistant à l’administration

Département / Bureau : Système des coordonnateurs résidents

Lieu d’affectation : YAOUNDE

Période de candidature :  17 novembre 2021

No de l’appel á candidature : 21-Administration-RCS-167790-R-Yaounde (X)

Staffing Exercise N/A

Valeurs fondamentales de l’ONU : intégrité, professionnalisme, respect de la diversité

Cadre organisationnel

These positions are located throughout the United Nations. Administrative Assistants at this level usually report to an Administrative Officer, Executive Officer, a Head of the Unit or to a Chief Administrative Officer. In Cameroon, the incumbent reports directly to the UN Resident Coordinator and works in close collaboration with the RCO team Leader.

Responsabilités

Under the guidance and direct supervision of the Resident Coordinator (RC), the Administrative Assistant (Executive Assistant) ensures effective and efficient support to the RC’s function, overall management of the RC’s schedule and logistical requirements, correspondence, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. All work is to be done with full confidentiality.

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

1. Ensures effective and efficient support to the RC’s function focusing on the following expected results:

• Maintenance of the RC’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and or taking minutes

• Maintenance of protocol procedures

• Coordinates high-quality briefing materials for Resident Coordinator for appointments, meetings, missions

• Draft correspondence, ensure that all correspondence and documents submitted to the RC are according to UN norms and standards

• Management of RC travels, missions and representation schedule, support the preparation of travel and ensure flights booking and provision of logistics information

• Maintenance of databases of high-level partners, government counterparts, UN entities and Diplomatic Corps

• Preparation of correspondence, directives, comments on behalf of RC for their signature and making follow-up when required

• Organization of official/personal events: lunches, cocktails and dinners for local and High-Level visitors as required

• Prepare and maintain checklists and templates for all relevant processes (high level visits, meetings preparation etc)

2. Ensures provision of effective communications support to the RC focusing on the following expected results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system

• Coordination of the information flow in the office, directing and following up on requests and tasks

• Screening of all incoming calls and correspondence

• Coordination of activities and schedule with the RC driver and other colleagues as appropriate

• Preparation and communication on the various coordination meetings, including UNCT meetings

Budget and Finance

• Assists when necessary in the preparation and review of financial and human resource proposals/requirements.

• Prepare budgets and check funds availability for protocol and RC’s functions related events such as cocktails, receptions etc.

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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.

• Coordinate and supervise events management, transportation services as necessary.

• Support protocol matters, registration of staff, coordination with local authorities, and other administrative matters when needed

• Drafts routine correspondence to respond to enquiries Maintain efficient filing of correspondence, documents, emails and files

• Act as requestor in Umoja (transactional role) for the RCO

• Performs other related administrative duties, as required

• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Work implies frequent interaction with the following:

• Staff within the RC Office

• The Executive Assistants of the Representatives of the UN entities, Development Partners and Diplomatic Missions.

• Focal points in Government institutions (ministries, departments), including protocol

• Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff.

Results Expected:

Provides quality, effective and efficient support to the RC’s function.

Works with minimal amount of supervision; independently provides accurate reports and/or records in the identified areas of work.

Compétences

• Professionalism: Ability to perform a broad range of administrative functions, e.g., 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 of work.

• 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.

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Formation

High school diploma or equivalent. Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away.

Expérience professionnelle

Seven years of progressively responsible secretarial, administrative, programme experience is required at the national or international level is required.

Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems is desired.

Several years of experience in administrative services, finance, accounting, audit, human resources or related area is desired.

Previous experience working with the United Nations is an advantage.

Connaissances linguistiques

Fluency in oral and written French and English is required.

Méthode d’évaluation

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Notice spéciale

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations 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.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on « The Application Process » and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

Charte des Nations Unies

Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s’entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu’il entrave la bonne marche du service, est présenté comme une condition d’emploi ou crée au lieu de travail un climat d’intimidation, d’hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.

Sera dûment prise en considération l’importance d’un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l’Organisation à l’accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l’Organisation des Nations Unies est un espace non-fumeurs.

La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.

Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d’instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d’accueil de leur compte Inspira.

Les candidatures feront l’objet d’une évaluation et d’un examen préalables sur la base des informations soumises conformément aux critères d’évaluation de l’avis de vacance de poste et aux dispositions législatives internes applicables de l’Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l’Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l’objet d’une attention particulière pour s’assurer de l’exactitude des renseignements qu’ils ont fournis dans leur candidature.

Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.

Aucun frais de dossier

L’ONU NE PERÇOIT DE FRAIS À AUCUN STADE DU RECRUTEMENT (DÉPÔT OU TRAITEMENT DE LA CANDIDATURE, ENTRETIEN, FORMATION, ETC.), ET ELLE NE DEMANDE AUCUNE INFORMATION BANCAIRE.