Administrative Assistant – Garowe, Puntland, Somalia

UNITED NATIONS ASSISTANCE MISSION IN SOMALIA (UNSOM)

UNITED NATIONS CORE VALUES: INTEGRITY, PROFESSIONALISM, RESPECT FOR DIVERSITY

THIS POSITION IS OPEN TO LOCAL RECRUITMENT AND DOES NOT HAVE INTERNATIONAL BENEFITS

FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED TO APPLY

DEADLINE FOR APPLICATIONS	:	06 JANUARY 2022
DATE OF ISSUANCE	:	02 DECEMBER 2021
FUNCTIONAL TITLE	:	ADMINISTRATIVE ASSISTANT
LEVEL	:	GL-4
SECTION	:	REGIONAL AND LIASON OFFICE
LOCATION	:	GAROWE
DURATION OF CONTRACT	:	ONE (1) YEAR FIXED TERM
VACANCY ANNOUNCEMENT NUMBER	:	UNSOM/RLO/028/2021/SM

Special Notice

This position is funded for an initial period of one year. Extension of appointment will be subject to budgetary approval. This position is subject to local recruitment pursuant to United Nations staff rule 4.4. All staff in the General Service and related categories shall be recruited in the country or within commuting distance, irrespective of their nationality and of the length of time they may have been in the country. Local laws governing employment for non-nationals will be observed by the United Nations. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The candidate is responsible for any travel expenses incurred in order to take-up the appointment. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.

Interested applicants who are working with UN Contractors must fulfil the obligations of their contracts with the UN Contractors in order to be eligible to apply for this vacancy.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Organizational Setting and Reporting Relationships:

This position is based in the Regional and Liason Office within the United Nations Assistance Mission in Somalia (UNSOM), in Garowe. The Administrative Assistant will report to the Administrative Officer.

Duties and Responsibilities:

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

Human Resources Management

• Enters, maintains on shared drive administrative data and records for time and attendance, leave plan and daily track records in electronic information systems;
• Follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures;

Budget and Finance

Monitors status of expenditures and allotments.

• 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 statistical tables and standard financial reports;
• Serves as alternate custodian of the office imprest account;

General Administration

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff;
• Drafts routine correspondence;
• Maintains files of rules, regulations, administrative instructions and other related documentation;
• Maintains up-to-date work unit files (both paper and electronic) by scanning, converting and posting a variety of documents onto the shared drive;
• 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;
• Administers the conference hall; books or keeps track of meetings and other events; ensures order and necessary arrangements in respect of existing protocols;

Contract administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services;
• Receives, inspects and certifies goods delivered by contractors/vendors;
• Processes payment of contractors’ invoices and monitors the payments;
• Performs other duties as required by the supervisor.

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.
• 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.
• 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.

Qualifications

Education:       High school diploma or equivalent.

Experience:     A minimum of two (2) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, contracting and human resources or related area.

Language:        English and French are the working languages of the United Nations Secretariat. For this position, fluency in English and Somali (both oral and written) is required.

Assessment Method:            Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

How to Apply:

Qualified candidates may submit their applications including their United Nations Personal History form (PHP) to the address mentioned below on or before the deadline. The PHP is on the https://unsos.unmissions.org/jobs. Applications submitted after the deadline 06 January 2022 will not be accepted. Curriculum Vitaes (CVs) will not be accepted. Only shortlisted applicants will be contacted for interview. FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED TO APPLY.

Email: recruitment-unsos@un.org

Kindly attach copies of relevant academic cerificates, Passport and or National Identification Card. These are required as part of your application for consideration of eligibilty. Please note CID and NISA Certificates are required at a later stage of the recruitment process.

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.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

 

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