Posting Title: ADMINISTRATIVE ASSISTANT, G5

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: United Nations Peacekeeping Force in Cyprus

Duty Station: NICOSIA

Posting Period: 18 January 2021 - 01 February 2021

Job Opening Number: 21-Administration-UNFICYP-148182-R-Nicosia (M)

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

Organisational Setting and Reporting

This position is located in the Committee on Missing Persons in Cyprus. The Administrative Assistant will report to the Third Member (U.N.) of the CMP.

Responsibilities

Under the supervision of the Third Member of the Committee on Missing Persons, the Administrative Assistant will be responsible of the following duties: 1. Office Administration and Management: Provides secretarial and administrative assistance to the Office of the Third Member.

Carries out administrative work such as processing of bills from the Greek Cypriot and Turkish Cypriot Offices, requisition of equipment and stationary, petty cash, etc.

Prepares correspondence or other documents as required (which may be of confidential nature) within the area of responsibility addressed to donors, government officials, UNDP.

Liaise with UNFICYP HQ's Administration and the Military Administration of Sector 2 concerning administrative issues, maintenance of UN equipment and notifications.

2. Information management: Notifies all three CMP Offices of any information concerning meetings, follow-up of meetings, VIP visits and other UN-related issues.

Arrange, service and follow-up on CMP weekly Committee meetings as requested, prepare and distribute documentation to the Members of the CMP and their Assistants.

3. Filing and Archive management: Ensure an efficient running of the filing system in the Office of the Third Member at Wolseley Barracks and in the Third Member's Archive rooms at the Ledra Palace Hotel. This includes:

  • ensuring that all relevant documents from the ongoing CMP Project on Exhumation, Identification and Return of Remains are placed in the respective files;
  • making all necessary copies to be distributed to the correct files;
  • updating the electronic filing plan
  • occasionally searching files upon request of the Third Member or his Special Assistant

4. Budget and Finance: Provides assistance in the preparation of the office's work program and budget.

Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the Office.

Assists in finalization of budget reports with attention given to variances between approved budgets and actual expenditures

Competencies

Professionalism: Knowledge of United Nations administrative policies, rules and regulations. Ability to function in a client oriented manner in a front office setting. Ability to demonstrate effective time management skills. Ability to communicate clearly and effectively in written and spoken form. Ability to demonstrate excellent problem solving and critical thinking skills. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

Planning and organizing: 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.

Education

High School Diploma or equivalent is required.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration, project management, budget, human resources or related area is required

Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable.

Experience within United Nations Secretariat or United Nations Agencies, Funds and Programmes is desirable.

Languages

Fluency in oral and written English is required.

Knowledge of other United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Applicants in the General Service Category shall meet the relevant employment requirements of the host country (Republic of Cyprus), including fulfilling visa and work permit stipulations.

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

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.

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This vacancy is archived.

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