United Nations recrute 01 Assistant Administratif

Org. Setting and Reporting

The United Nations Office for West Africa and the Sahel (UNOWAS) is entrusted with the overall mandate of enhancing the contributions of the UN towards the achievement of peace and security in West Africa and the Sahel. It engages in preventive diplomacy, good offices and political mediation and facilitation in countries in West Africa and the Sahel.
The position is located in the Property Management Unit. The Administrative Assistant will report directly to the Property Management Officer.

Responsibilities

Under the general supervision of the property Management Officer the incumbent will perform the following responsibilities:
General Administration
Provides guidance to mission and/or subordinate staff. May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas; Identifies and reports issues/problems as they arise, and recommends appropriate actions;
Coordinates regularly with service units and liaises as needed with internal team members both at the mission and in outstations;
Conducts physical inspections and quality control of mission United Nations Property to ensure that all items are accounted for and in serviceable condition;
Assist stakeholders in preparation of equipment writeoffs and processing of writeoff cases through relevant property survey boards;
Maintains on a daily basis accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and SOPs;
Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conference and translations).
Human Resources Management:
Perform various actions related to the administration of the work unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., consistently applying UN rules, regulations, policies and procedures;
Liaises with central administration/executive services as required;
Maintains vacancy announcement files and updates track vacancy announcement; 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 Regulation;
Monitors assigned staffing tables for variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance:
Provides assistance in the preparation and development of the office’s work program and budget;
Assists in monitoring the budget/work program 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 mediumterm plan its revisions; Reviews and assist in the finalization of cost estimates and budget proposals, in terms of staff and nonstaff requirements for the mission including programmatic aspects; monitors compliance with the
mediumterm plan and other legislative mandates; May assist managers in the elaboration of resource requirements for budget submission;
Monitors budget implementation/expenditures and records reallocation of funds as necessary; Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds;
Monitors extrabudgetary 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: 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. Knowledge of logistic management, Asset and inventory management principles. 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.
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.
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.

Education

High school diploma or equivalent is required.

Job Specific Qualification

Technical training in Finance, Budget, Human Resources Management, Administration, Property Management or related area is desirable.

Work Experience

At least five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to tree (3) years for candidates who possess a firstlevel university degree or higher.
Experience in Property Management is desirable.
Solid computer skills including proficiency in word processing and spreadsheets is required.
Specific knowledge of the UN administrative electronic tools, such as UMOJA or ERP is desirable.
Experience working at a UN field mission or UN Agencies in this capacity is desirable.
Familiar with functionrelated provisions of United Nations Rules, Regulations, Manuals and Policies is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required.
Working Knowledge of English is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competencybased interview.

Special Notice

This position is temporarily available until April 30, 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Appointment for positions in the General Service category is done on a local basis.
Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country.
Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening.
A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary
Appointments.
The expression « Internal candidates » shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position.

Closing date: 07 October 2023.

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