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Organization: United Nations Support Office in Somalia
Country: Somalia
City: Mogadishu
Office: UNSOS Mogadishu, Somalia
Closing date: Tuesday, 8 August 2023
Posting Title: ADMINISTRATIVE ASSISTANT, FS5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Support Office in Somalia
Duty Station: MOGADISHU
Posting Period: 10 July 2023 – 08 August 2023
Job Opening Number: 23-Administration-UNSOS-210081-R-Mogadishu (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
Th position is located in the Transport Section within United Nations Support Office in Somalia (UNSOS) located in Mogadishu, Somalia. The Administrative Assistant reports to the Chief, Transport Section.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties: 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 advice’s 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 reallocation of resources and implement the reallocation 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.
Provides support to Fund Center managers for the year-end reviews of budget commitments in accordance with established criteria.
Reviews and verifies that appropriate relevant supporting documents have been provided for the processing of payments for goods and services in UMOJA.
Processes IC payments entitlements including claims, daily subsistence allowance, travel request on-boarding and/or final payment.
Represents section as budget focal point on all related to financial aspects.
Extracts and prepares Power BI reports in UMOJA.
Creates shopping carts/ LVA’s for goods and services. 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 .
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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school or equivalent diploma is required.
Job – Specific Qualification
Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.
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 a supervisory level is required. Experience in conflict/ post conflict field operations of the United Nations Common System or a comparable international organization is desirable. Experience in Enterprise Resources Planning ( ERP) tools i.e. SAP, the Power Business Intelligence (Power BI) navigation and Low Value Acquisitions is desirable. Progressively responsible experience in coordination and development of the section’s/office’s budget proposals and preparations is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English language is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Website: https://careers.un.org/lbw/jobdetail.aspx?id=210081
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