SPECIAL ASSISTANT, ADMINISTRATION
Org. Setting and Reporting
This position is located in the Office of the Special Representative of the Secretary General (SRSG) and head of the United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA). The Incumbent will be based in Bangui and reports directly to the SRSG.Responsibilities
Within delegated authority, the Special Assistant, Administration P-4 will be responsible for the following duties:
Monitoring and reporting
• Within the overall oversight of the SRSG and the supervision of the OSRSG Team leader, monitor established arrangements for Mission components’ abidance by key performance indicators, and report to the Special Representative through OSRSG Team Leader on related-developments using the management dashboard, Inspira, Umoja and other platforms and ensuring that key performance indicators targets are adequately reflected in all results-based budgeting documents.
• Serve as entry point for Enterprise Risk management and liaise with the Risk Management Unit to support the monitoring of the Mission risks register and progress toward the implementation of audit/evaluation recommendations.
• Liaise with the Office of the Chief of Staff (OCOS) and Office of the Director Mission Support (ODMS) to monitor status of implementation of SRSG’s directives, instructions and guidance as they relate to administrative, budgetary and governing policies.
• The Special Assistant/Administrative in the Office of the Special Representative of the Secretary General and Head of the Mission would also act as focal point with United Nations Headquarters for the management dashboard, delegation of authority and the information management system.
• Maintain a comprehensive mission performance monitoring database, which will help evaluate progress against specific targets.
• Liaise with the Office of the Director of Mission Support on the matters related to the Board of Inquiry and other administrative issues that must be brought to the attention of the Head of the Mission.
• Provide support to the Head of Mission and the Civilian Chief of Staff in drafting the annual Mission workplan to align components and field office workplans with the Special Representative's Compact, in coordination with other offices / components of the Mission to ensure inclusion of the key performance indicators from SRSG’s Compact, his delegation of authority, Comprehensive Planning and Performance Assessment System (CPAS), Organizational Resilience Management System (ORMS) and other targets are adequately reflected in all results-based budgeting documents.
• Work closely with the Civilian Chief of Staff in overseeing the development and completion of plans, such as the Crisis Management Plan, Business Continuity Plan, Security /Evacuation Plan, Crisis Communication Plan, Staff Support Plan, Security Plan, Mass Casualty Incident Response Plan and IT Disaster Recovery and others as requested.
• Provide support to formulate any contingency plan by conducting quarterly risk reviews. Provide support in drafting, under the guidance of the Civilian Chief of Staff and in coordination with Mission Support, the Mission enterprise risk management and risk register.
• Follow-up with relevant planning focal points when necessary to meet deadlines.
• Provide advice and assist supervisors in areas of problem-solving, dealing with ad-hoc issues that arise, and undertake tasks and special projects.
• Support the drafting of SRSG's Compact with UNHQ.
• Provide inputs for budget and budgetary questions concerning OSRSG, in coordination with Office of the Deputy Special Representative of the Secretary-General(ODSRSGs), Office of Police Commissioner (OPC), Office of the Force Commander (OFC), OCOS, and ODMS as required.
• Support the exercise of budgetary and administrative controls and produce reports using management dashboard and other monitoring tools.
• Draft reports and correspondences on a wide range of issues for the Special Representative of the Secretary-General and ensure adherence to relevant UN rules and regulations and policies.
• Represent the Executive Office of the SRSG at regular meetings with other mission components as requested.
Professionalism: Knowledge of Administrative, budgetary, financial and Human Resources policies and procedures. Ability to apply various United nations administrative rules and regulations in work situations, conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues and formulate opinions, make conclusion and recommendations. 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.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A first-level university degree (Bachelor's or equivalent) in the specified fields in combination with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.
At least seven (7) years of progressively responsible experience in human resources, budget, finance, general administration and peace operation governing policies is required.
Experience in the use of management dashboard is required.
Experience in handling complex organizational issues at the international level is desirable.
Relevant experience with respect to the preparation and implementation of the work programme is desirable.
Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.
English and French are the working languages of the UN Secretariat. For the position advertised fluency in English and French is required.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
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.
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.