Within delegated authority, the administrative assistant will report to the head of Property Control unit and be responsible for the following duties:Assists in providing software and office equipment support.Drafts routine correspondence.Performs a wide range of office support and administrative functionsMaintains filing system of section correspondence, documents, administrative instructions and other related documents.Maintains and archive up-to-date work unit files (both paper and electronic). Performs other office administration related duties as preparation of invoices, physical office space planning, identification of office equipment needs, maintenance of equipment. Organizing and coordinating administrative arrangements for security training, conferences and seminars when ever requiredProofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). COMPETENCIESProfessionalism: Ability to perform a broad range of administrative functions, e.g., work programme, human resources, database management, budget etc. Ability to apply knowledge of various United Nations administrative, human resources and financial rules and regulations in work situations. Shows pride in work and in achievements, demonstrates professional competence and mastery of subject matter.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 supervisor as well as the team 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.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.
QUALIFICATIONSEducation: Minimum of secondary education certificate.
Experience: Experience in general office support or related area is desirable
Language: Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.
Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal History form (P.11) to the address mentioned below on or before the deadline.Email: recruitment.UNSOA@unon.org
Please quote;
Vacancy Notice Number and Functional Title in the Subject of the e-mail.Index Number (for UN staff member) and attach an updated fact-sheet, and a copy of the last two performance appraisals. Applications received after the deadline (09/03/2010) will not be considered.
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