Job Title: ADMINISTRATIVE ASSISTANT, G6
Department/ Office: Office of Legal Affairs
Duty Station: NEW YORK
Posting Period: 5 April 2012-5 May 2012
Job Opening number: 12-ADM-OLA-23402-R-NEW YORK (R)
This position is located in the Executive Office, Office of Legal Affairs (OLA). The Incumbent would report to the Executive Officer and Administrative Officer.
Responsibilities
• Under the overall supervision of the Executive Officer and Administrative Officer and within delegated authority, the incumbent is responsible for:
• Initiating, reviewing, processing and following-up on actions related to the administration of the Office's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responding to enquiries and providing information and advice to staff regarding their entitlements, administrative procedure s, processes and practices, conditions of service, duties and responsibilities under the Staff Rules and Regulations. Reviewing and processing personnel actions through IMIS.
• Advising staff on visa matters.
• Assisting in the maintenance of vacancy announcement files and tracking of status of vacancy announcements.
• Assisting in reviewing and processing requests for classification. Providing advice and answering general queries on classification procedures and processes.
• Assisting in the filling of posts for all categories, including requesting and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities.
• Conducting exit interviews for separating staff and assisting staff with final arrangements.
• Maintaining HR related automated systems and applications including automated databases containing HR related statistics and preparing periodic reports.
• Undertaking research on a range of HR related issues and assisting in the preparation of notes/reports.
• Providing general office support services; processing, drafting, editing, proofreading and finalizing for signature/approval a variety of correspondence and other communications on human resources matters.
• Monitoring staffing tables and preparing relevant statistical data/charts.
• Assisting in the preparation and review of human resource proposals/requirements.
• Preparing reports on personnel matters from IMIS system generated reports.
• Drafting routine correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
• Coordinating extensively with service units and liaising frequently with internal team members both at Headquarters and at other/overseas duty stations.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Other duties as may be required.
Competencies
Professionalism:
• Demonstrates knowledge of a broad range of administrative functions, specifically in the areas of human resources and database management.
• Demonstrates knowledge and application of the UN systems and Staff Regulations and Rules.
• Is conscientious and efficient in meeting commitments and achieving results.
• Analytical skills and ability to work productively under pressure.
• 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.
Planning and Organising:
• 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.
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 diploma or equivalent.
Work Experience
• A minimum of seven years of experience in human resources/personnel management is required.
• Work in a client service environment dealing with a large and diverse staff population required.
• UN experience in human resources/personnel management within an Executive Office is desirable.
Languages
English and French are the working languages of the United Nations. For this position, fluency in oral and written English is required. Knowledge of another official UN language is desirable.
Assessment Method
Evaluation of qualified applicants may include a competency-based interview.
Special Notice
This position is for local recruitment. Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category at the United Nations Headquarters in New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
Staff Members are subject to the authority of the Secretary-General and to assignment made by the Secretary-General. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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.
Click Here to Apply
Closing Date: Saturday, 05 May 2012
Department/ Office: Office of Legal Affairs
Duty Station: NEW YORK
Posting Period: 5 April 2012-5 May 2012
Job Opening number: 12-ADM-OLA-23402-R-NEW YORK (R)
This position is located in the Executive Office, Office of Legal Affairs (OLA). The Incumbent would report to the Executive Officer and Administrative Officer.
Responsibilities
• Under the overall supervision of the Executive Officer and Administrative Officer and within delegated authority, the incumbent is responsible for:
• Initiating, reviewing, processing and following-up on actions related to the administration of the Office's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responding to enquiries and providing information and advice to staff regarding their entitlements, administrative procedure s, processes and practices, conditions of service, duties and responsibilities under the Staff Rules and Regulations. Reviewing and processing personnel actions through IMIS.
• Advising staff on visa matters.
• Assisting in the maintenance of vacancy announcement files and tracking of status of vacancy announcements.
• Assisting in reviewing and processing requests for classification. Providing advice and answering general queries on classification procedures and processes.
• Assisting in the filling of posts for all categories, including requesting and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities.
• Conducting exit interviews for separating staff and assisting staff with final arrangements.
• Maintaining HR related automated systems and applications including automated databases containing HR related statistics and preparing periodic reports.
• Undertaking research on a range of HR related issues and assisting in the preparation of notes/reports.
• Providing general office support services; processing, drafting, editing, proofreading and finalizing for signature/approval a variety of correspondence and other communications on human resources matters.
• Monitoring staffing tables and preparing relevant statistical data/charts.
• Assisting in the preparation and review of human resource proposals/requirements.
• Preparing reports on personnel matters from IMIS system generated reports.
• Drafting routine correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
• Coordinating extensively with service units and liaising frequently with internal team members both at Headquarters and at other/overseas duty stations.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Other duties as may be required.
Competencies
Professionalism:
• Demonstrates knowledge of a broad range of administrative functions, specifically in the areas of human resources and database management.
• Demonstrates knowledge and application of the UN systems and Staff Regulations and Rules.
• Is conscientious and efficient in meeting commitments and achieving results.
• Analytical skills and ability to work productively under pressure.
• 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.
Planning and Organising:
• 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.
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 diploma or equivalent.
Work Experience
• A minimum of seven years of experience in human resources/personnel management is required.
• Work in a client service environment dealing with a large and diverse staff population required.
• UN experience in human resources/personnel management within an Executive Office is desirable.
Languages
English and French are the working languages of the United Nations. For this position, fluency in oral and written English is required. Knowledge of another official UN language is desirable.
Assessment Method
Evaluation of qualified applicants may include a competency-based interview.
Special Notice
This position is for local recruitment. Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category at the United Nations Headquarters in New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon. Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
Staff Members are subject to the authority of the Secretary-General and to assignment made by the Secretary-General. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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.
Click Here to Apply
Closing Date: Saturday, 05 May 2012
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