ADMINISTRATIVE ASSISTANT [Temporary]

Org. Setting and Reporting

Under the supervision of the Senior Medical Officer of the Medical Workforce Management Section of the Division of Health Management and Occupational Safety and Health , the incumbent will be responsible for the following duties.

Responsibilities

Human Resources Management
•Initiates, processes, monitors, reviews and 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.
•Verifying the credentials are provided for all medical staff.
•Enters, maintains and certifies administrative data for all medical personnel and track the expiration of certifications and licenses.
•Enters, maintains and certifies administrative data and ensure that health-care providers update their certification or licensing on time in the specialized medical credentialing software .
•Contact the appropriate licensing agencies, so the medical professional remains in compliance, as needed.
•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 Extrabudgetary expenditures and allotments, records variations, 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 and non-staff.
•Serves as focal point for administrative coordination of the project planning and management team.
•Plans and coordinates meetings and training on Medical Workforce Management

Responsible for communicating with care providers to ensure they are aware of upcoming deadlines and training arrangements
•Acts as liaison between DHMOSH and the medical staff, Agency Funds and Programme staff and external stakeholders.
•Maintains the data for all medical personnel and tracks the expiration of certifications and licenses.
•Schedules and hosts video conferences, backups personal assistant functions, covers team members away on leave.
•Drafts routine correspondence
•Maintains files of rules, regulations, administrative instructions and other related documentation.
•Maintains up-to-date work unit files on SharePoint.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performs other related administrative duties, as required.

Contract Administration
•Assists with initiating and 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.

Work implies frequent interaction with the following:
Staff within the Executive Office, UNDP and other agencies, funds and programmes.
Human resource, administrative, accounting staff in missions and Headquarters, general support services and conference services staff.

Results Expected:
Contributes to the effectiveness and efficiency of the department/unit by providing administrative support and specialized assistance to more senior staff in the assigned areas of responsibility.

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.

•Planning & 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.

Work Experience

A minimum of 5 years of progressively responsible experience in administrative and office support functions in a large organization; experience within UN Secretariat, UN Common System, or other international organization is desirable; Experience in organizing training courses and meetings including making travel arrangements in UMOJA, is desirable. Excellent Knowledge of Microsoft Office.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

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.