Administrative Assistant, Arusha

Closing date: Thursday, 25 December 2014

Posting Title: ADMINISTRATIVE ASSISTANT, FS4

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/ Office: International Criminal Tribunal for Rwanda

Duty Station: ARUSHA

Posting Period: 25 November 2014-25 December 2014

Job Opening number: 14-ADM-ICTR-36260-R-ARUSHA (T)

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

Special Notice

Organizational Setting and Reporting

Under the direct supervision of the Deputy Chief of Security, the incumbent performs a variety of duties related to Human Resource Management, Budget and Finance and General Administration for the ICTR-SSS. These duties are performed in close collaboration with other sections such as Human Resource and Planning, Division of Administrative and Support Services (DASS), Finance, Budget, Registry, Supply,Transportation, ITS, Security, Travel and Shipping. Maintain the Police Attendance records for the Host Country Support Services to ICTR HQ and review payment requests from WVSS and UNDF prior to payment. Assists the Assistant Chief with all related Budget, Procurement, Assets Management and HRPS functions.

Responsibilities

HUMAN RESOURCE MANAGEMENT

• Reviews, processes and follows-up on actions related to the administration of the SSS's human resource activities, e.g. recruitment of staff, placement, planning, directing, organizing and coordinating the interview process, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, preparation of job descriptions and preparation of requests for special post allowance ensuring consistency in the application of UN rules and procedures.
• Receives new staff members upon arrival and orientates them accordingly in conjunction with the Assistant Chief
• Responds to enquiries and provides information and advice to staff regarding administrative procedures, processes and practices, conditions of service, entitlements, duties and responsibilities under the Staff Rules and Regulations.
• On the direction of the Assistant Chief and Deputy Chief, processes contract extensions of SSS staff for onward forwarding to DASS and HRPS.
• Oversees the maintenance of vacancy announcement files, formulation of vacancy announcements and evaluation criteria and keeps track of status of the same.
• Monitors the staffing tables and prepares relevant statistical data/charts.
• Liaises and makes follow-up with HRPS on SSS recruitment matters and gives updates to the SSS management.

BUDGET & FINANCE

• Assists in the preparation and review of financial and human resource proposals/requirements. Assist in Consolidating budget/work programme with respect to biennum' budget and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions in conjunction with the Assistant Chief.
• In liaison with Budget Office, assists managers in post management e.g. post redeployments, lateral movement of posts, promotions, abolition of posts, posts on General Temporary Assistance (GTA).
• Screen/Compute all Police attendance Records for payment process in Finance, liaise with the Operations Officer and Tanzanian Police Liaison Officers and the Team Leaders

GENERAL ADMINISTRATION

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel and recruitment matters.
• Coordinates extensively with service units e.g HRPS, Finance, Budget, General Services Section, Communication, Finance, Travel, Shipping, Transport and liaises frequently with internal team members in Arusha and Kigali.
• Prepares discussion notes for the Deputy Chief/ Chief 's internal meetings.
• Participates in meetings with or on behalf of the Deputy Chief/Chief and prepares minutes whenever required.
• Maintains leave registers and records, prepares monthly leave reports for transmission to HR and assists staff gain a better understanding of rules relating to leave under UN staff rules. Prepare and monitor monthly attendance, submit monthly leave attendance approved by Deputy Chief to HRPS, submit monthly Overtime and Night Differential of the section to Budget Unit and liaise with Finance/Payroll unit for payment. Maintain a leave Plan schedule of all officers on leave and those proceeding on leave & maintain an up-dated list of all Security Officers - Local/International
• Maintains up-to date work unit files both paper and electronic including those of rules, regulations and administrative instructions.
• Responds to general inquiries from staff, providing specific information or advice on Administrative procedures under the staff rules and regulations
• Updates staff contact lists
• Circulates important information within the SSS for dissemination through the internet portal.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• . Performs other related administrative duties as required e.g physical space planning, identification of office technological needs, stationery and office equipment needs, organizing and coordinating seminars, conferences and translations.

Competencies

Professionalism - Good knowledge of Security related processing requirements; solid experience; ability to apply sound judgment in the context of assignments given; ability to recognize and act in the face of conflicting priorities.

Communications - Good communication skills (spoken and written), including the ability to draft standard memoranda and to articulate ideas in an effective style.

Technology Awareness - Proficient computer skills and use of relevant software, e.g. word processing and data entry processes.

Teamwork - Good interpersonal skills and ability to develop working relations in a multi-cultural, multi-ethnic environment, with sensitivity and respect for diversity, including gender balance.

.Planning & Organization: Effective organizational skills and ability to handle a large volume of requests in an efficient and timely manner.

Education

High School diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or an equivalent locally-administered test at Office away from Headquarters.

Work Experience

Six years experience in administrative services, human resources or related area.

Languages

Fluency in oral and written English is required. Knowledge of another official language of the United Nations is an advantage.

Assessment Method

Competency based interview.

United Nations Considerations

Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

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' on the upper right side of the browser on Inspira.

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.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, 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 and/or violations of international human rights law and international humanitarian law.

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