These two (2) positions are located in the Safety and Security Section in United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO) with duty station, Kinshasa. The administrative Assistant reports to the Chief of the Safety and Security Section.

Responsibilities

Within limits of delegated authority, incumbent applies administrative knowledge and experience across a wide range of human resources activities, work programming/planning, budget/financial management, and administrative tasks. the Administrative Assistant will carry out the following duties: General Administration: – Effectively manages and handles the administrative needs of assigned client offices and staff and performs assignments in related categories. – Performs various actions related to the administration of the work unit’s human resources activities e.g., recruitment process in Umoja, job classification review, maintain the section recruitment excel sheet updated. – Collects data from relevant databases and assist in the preparation of the section’s report; Provides assistance in the review, and preparation of the medium-term plan and its revisions; Reviews and assists in the finalization of budget proposals, in terms of staff requirements for the section monitors compliance with the medium-term plan and other section mandates. – Receives, logs, and determines prioritize routing of documents for review and Chief section decision-making. – Dispatches processed documents to requesters, follows-up on pending request including sending reminders to concerned entities for feedback. – Prepares drafts routine office correspondences, memos, routing slips for signature and distribution, as required. – Sends invitations to Participants of the Security cell Meeting, Integrated Security Meeting and the Security Management Team Meeting. – Drafts the meeting tracking sheets. – Prepares Movement of Personnel forms, Leave and Travel Requests, and liaise with relevant Sections for implementation. – Prepares meetings with UN Agencies Security Focal Points pertaining to the security of the mission. – Identifies and reports issues/problems as they arise, daily, and recommends appropriate actions. – Coordinates on a daily basis with service units and liaises as needed with internal team members both at the mission and in outstations. – Creates purchase order requests in the Shareportal for the security services. – Creates service entry sheets in Umoja for the payment process of the security invoices. – Ensures follow-up until final payment by Finance. – Uploads security invoices in the Sharepoint system for further payment by Finance. – Updates the Contractor’s factsheets – Completes Instant Feedback Sheet for the security invoice payment. – Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures. Human Resources Management: – Monitoring and updating in a weekly basis the section Recruitment Excel tracking tool, provide guidance and advice. – Regularly monitoring of new recruits when needed. – On a weekly basis prepares personnel actions through the UN’s current electronic tools, e.g., Umoja; Provides advice and answers general queries on classification procedures and processes; – – Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. – Regularly monitors assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer, and movement of staff. – Liaise with Human resource section to provide advice and answers to general queries on classification procedures and processes; provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. Budget and Finance: – Provides assistance in the preparation and development of the office’s work programme and budget; Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary. – Collects data from relevant databases and assist in preparation of financial reports; Provides assistance in the review, and preparation of the medium-term plan and its revisions; – Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects; monitors compliance with the medium-term plan and other legislative mandates; May assist managers in the elaboration of resource requirements for budget submissions; – Monitors budget implementation/expenditures and records reallocation of funds as necessary. – Reviews requisitions for services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds; Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures; Assists in the preparation of budget performance submissions. – Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.

Competencies

Professionalism: 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 and 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

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five (5) years of experience in administration and general office support or related area is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in French and English is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise or competency-based interview or both.

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