Administrative Assistant

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the UNISDR office, Almaty irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is 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.

This is a temporary position and will be available six months initially. If selected, an internal candidate will be on temporary assignment to the post; an external candidate will initially be offered a temporary appointment. Any extension of appointment is subject to satisfactory performance and continued availability of the post.

Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Org. Setting and Reporting

The United Nations Office for Disaster Risk Reduction (UNISDR) is the focal point in the UN System to promote links and synergies between, and the coordination of, disaster reduction activities in the socio-economic, humanitarian and development fields, as well as to support policy integration. It serves as an international information clearinghouse on disaster reduction, developing awareness campaigns and producing articles, journals, and other publications and promotional materials related to disaster reduction.

The core mandate of the UNISDR Sub-Regional Office for Central Asia & South Caucasus (CASC) includes awareness-raising activities in disaster risk reduction, facilitation and supporting the implementation of Sendai Framework for Disaster Risk Reduction 2015-2030, advocacy through policy formulation, promotion of the World Disaster Reduction Campaigns, promote and support the establishment of multi-stakeholder national and regional coordinating mechanisms like national and regional platforms for disaster risk reduction, enhance networking and partnership-building to contribute to an effective culture of safety and protection of all communities in the Central Asia and South Caucasus region. 

Administrative Assistants directly reports to UNISDR Sub-Regional Coordinator of Central Asia & Southern Caucasus.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Initiates, processes, and follows up on actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, relocation, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables.

Budget and Finance

• Monitors status of expenditures and allotments through UMOJA, records variations, maintains and updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. 
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.

General Administration

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts and translates routine correspondence and other documents (English/Russian).
• Maintains up-to-date work unit files (both paper and electronic).
• Maintains liaison with the UNISDR Head Office in Geneva, Asia-Pacific Regional Office and other Sub-Regional Offices regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit's outputs, products, tasks, etc.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

Contract Administration and Procurement

• Supports procurement of goods and services necessary for SRO operations and activities
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitor payments.

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. 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.

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 people 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Russian is required. Knowledge of Kazakh language is highly desirable.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law. 

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.