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ADMINISTRATIVE ASSISTANT

Santiago

  • Organization: UN - United Nations
  • Location: Santiago
  • Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Org. Setting and Reporting

This position is located in the Travel, Traffic and Local Transportation Unit, Division of Administration. The Administrative Assistant reports to the Chief of Division.

The Economic Commission for Latin America and the Caribbean (ECLAC) is one of the five regional commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes supporting the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org, for further information.

Responsibilities

Under the overall supervision of the Chief of the Division, the Administrative Assistant will be responsible for the following duties:

(1) Contract Management: Manages and supervises external services contracts for ECLAC Headquarters in Santiago. Prepares scope of work for the issuance of external services contracts; verifies that the documentation is complete and in accordance with UN Rules and Regulations; coordinates with other Units/Sections within ECLAC and prepares the technical evaluation criteria of proposals; participates in technical evaluations of solicitations, comparing and ensuring overall correctness of submissions/requirements; defines requirements with requesting office and drafts and writes-up solicitation documents including draft contracts prepared in consultation with ECLAC Legal Adviser. Conducts research using existing legal files, previous contracts and alternative sources.
Administers and supervises the commercial management activities of the cafeteria, dining services, gift-shop and commercial bank branch located in ECLAC. Recommends amendments and extensions of contracts, and advises all parties concerned on contractual rights and obligations. Acts as a first-line focal point and/or media liaison between the Organization and the outsourcing services, in order to facilitate the flow of information: a) Maintains active communications with external clients; b) Keeps clients informed of progress or setbacks in projects/actions; c) Applies contingency actions when required. d) Supports and monitors appropriate implementation of needs related to commercial activities providers. e) Identifies and solves issues/problems as they arise, and determines appropriate actions. f) Designs or identifies new viable products/services, to be implemented or developed as a future potential incorporation in the premises; g) Performs other related administrative duties, as required.

(2) Supervises and leads a team of four drivers, oversees and controls distribution of documents and driving assignments. Coordinates and supports official transportation as requested by different departments or divisions, when visitors and/or staff members arrive and/or depart the duty station. Ensures compliance with UN regulations rules and procedures. Liaison with central administration/executive services as required.

(3) Provides advice and answers general queries on relocation grant procedures and processes. Maintains permanent contact with the Ministry of Foreign Affairs in matters related to compliance for eligibility, special entitlements and privileges. Initiates, reviews, and processes customs clearance procedures of all incoming and outgoing shipments of official importation of goods or vehicles and personal effects of the international staff members. Provides expert assistance and advices on administrative arrangements during the process.

(4) Prepares, submits, processes and reviews requests for vehicles license plates for the Organization as well as international staff members and their corresponding return.

(5) Prepares and processes petty cash forms for all disbursements issued, particularly to pay airport freights in order to avoid extra demurrage costs or delays. Reviews budget account and requisitions through UMOJA.

(6) Back-up of Travel Unit.

(7) Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

(8) Assists with visualizations and updating information material such as web pages or brochures.

Competencies

•Professionalism: The ability to perform analysis, modeling and interpretation of data in support of decision-making. Knowledge of travel related processing requirements is required. 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.

•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 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.

NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School.

Work Experience

At least ten years of experience in financial and management is required.

Experience in traffic or fleet management is desirable.

Work experience: 1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in English and Spanish (both spoken and written) is required.

NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand)

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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.
- Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
-Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening.
- A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
- The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position.
-At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
- Although there is no right or entitlement to Flexible Working Arrangements, many of our staff work flexibly in many different ways. The following types of flexibility are usually possible: staggered working hours, compressed work week, scheduled breaks for learning activities and telecommuting (maximum 80.5 Km from the duty station). This position requires [high | some] office presence time [and travel]. Please wait until the final stage of the offer to ask more about flexibility since the agreement is voluntary between the staff members and their supervisor and will depend on the organisational needs
- 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.
- 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.

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.

This vacancy is now closed.
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