ADMINISTRATIVE ASSISTANT
Référence de l’avis de vacance / Job Opening ID: 262570
Réseau d’emplois / Job Network : Gestion et administration / Management and Administration
Famille d’emplois / Job Family : Administration / Administration
Catégorie et classe / Category and Level : Service mobile, FS-5 / Field Service, FS-5
Lieu d’affectation / Duty Station : KINSHASA
Département/Bureau / Department/Office : United Nations Organization Stabilization Mission in the Democratic Republic of Congo
Date de publication / Date Posted : 10 août 2025 / Aug 10, 2025
Date limite de candidature / Deadline : 23 août 2025 / Aug 23, 2025
Org. Setting and Reporting
This position is located in the United Nations Stabilization Mission in the Democratic Republic of Congo (MONUSCO), duty station Kinshasa in the United Nations Joint Human Rights Office. The Administrative Assistant at this level will effectively and efficiently manage all administrative matters related to the office including human resources management, budget and finance management. In addition to providing general administrative support to the Office staff. The Administrative Assistant will report to the Deputy Director of the UNJHRO.
Responsibilities
Human Resources Management
- Coordinates actions with respect to transactions related to the administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
- Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office.
- Provides advice and answers queries on classification procedures and processes.
- Provides information and advices to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
- Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.
Budget and Finance
- Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
- Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary.
- Collects data from relevant databases and prepare customized financial reports when required.
- Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommend reallocation of funds as necessary.
- Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
- Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
- Assists in the preparation of the year end budget performance report submissions.
- Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.
General Administration
- Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
- Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
- Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission.
- Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations).
Competencies
- Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Extensive knowledge, regarding the application staff regulations and rules. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Extensive experience and familiarity with administrative support to Front Office of senior UN officials; High degree of commitment to ensure the proper use of the SCM allocated resources and assets. 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.
- Team Work: 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.
Education
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
Job-Specific Qualification
Not available.
Work Experience
- At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields, of which three (3) years should have been at the supervisory level is required.
- Experience and familiarity with administrative support to senior officials including experience in the workflow of a Front Office and coordination with internal and external counterparts is required.
- Experience in using Inspira for recruitment is required.
- Knowledge and experience in using ERP system such as UMOJA is desirable.
- Experience in international operations in a post-conflict environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in French and English (both oral and written) is required.
