Team Assistant, GL-3
DATE OF ISSUANCE : 20 September 2018
DEADLINE FOR APPLICATIONS : 19 October 2018
DUTY STATION : Multiple
VACANCY ANNOUNCEMENT NUMBER : MONUSCO/001/CORRECTIONS/2018
This vacancy is open exclusively to nationals of Democratic Republic of Congo
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities: Under the direct supervision of the Head of Corrections Unit or his/her designate, the Team Assistant will be responsible for the following: • Provides general office support services to help ensure the smooth functioning of the unit at Kinshasa and remotely for all field offices including Operations HQ/Goma • Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, etc., in accordance with institutional standards • Proofreads written products for completeness and grammatical and typographical accuracy • Maintains calendar/schedule; monitors changes and communicates relevant information to appropriate staff inside and outside the Correction Unit • Reviews records, routes and/or processes mail or other documents, gathers pertinent background materials; tracks and monitors follow-up action as required • Assists with the dissemination of weekly and monthly reports to relevant audience • Monitors/tracks implementation of projects and workplans including coordination with relevant support sections e.g. Life Support, Budget and Finance, Procurement, MOVCON, Office of the DMS and PID/Okapi • Follows up the submission of financial reports, payment of vendors and clearance of services in collaboration with R and I Unit, Coordinate VTC and teleconference arrangements with relevant sections/components • Receives phone calls and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required • Maintains files (both paper and electronic) and databases for work unit including a shared drive
Mission de l’Organisation des Nations Unies pour la Stabilisation en République démocratique du Congo
United Nations Organization Stabilization Mission in the Democratic Republic of the Congo
12, Avenue des Aviateurs - Gombe Kinshasa, RD Congo - BP 8811
Tél. +243 81 890 5000 +243 81 890 6000 MONUSCO United Nations Organisation Stabilization Mission in the Democratic Republic of Congo
• Updates and maintains large distribution lists; assembles documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services • Performs basic data entry and extraction functions including budget monitoring • Checks accuracy of simple calculations, coding, data, etc. • Performs a variety of administrative duties (e.g. leave recording and monthly attendance, meeting, training and workshop organization, reservations, office supply and equipment orders, etc.); i1icluding preparing and/or processing administrative requests/documents (e.g. travel requests, MOP, security clearance, expense claims, vouchers, visa applications, etc.) • Provides support for onboarding of both national, international personnel and UNV • Provides support for onboarding and repatriation of Corrections Government-provided Personnel including interview scheduling, update of deployment plan, tracking of travel, coordination of induction and security briefing, conduct of driving test, drafting of deployment memos, in coordination with RSCE, Human Resources, IMTC, Security, Transport, CDT and Field Offices • Photocopies/scanning a variety of documents and other materials • Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc. • Maintains an up-to-date inventory of all office assets (cell phones, vehicles, computers, etc. in all Unit locations in collaboration with PCIU • Delivers urgent mail/messages • Performs other duties as assigned Competencies: • Professionalism Knowledge of UN operational and administrative policies, including records management/filing procedures; ability to select, organize and summarize data and information required for reports, studies, briefings, etc., tact and discretion in dealing with confidential matters; ability to accurately prepare the full range of outputs and reports; demonstrated ability to apply good judgment in the context of assignments given; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. • 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.
Education: High school diploma or equivalent. Diploma in office management/secretarial studies is desirable. Experience: At least 2 years of experience in general office support or related area. Ability to work in and with diversified teams is required. Ability to work with uniformed personnel is a desirable. Language: English and French are the working languages of the United Nations. For the post advertised, fluency in oral and written French is required. Fluency in oral and written English is an added advantage.
HOW TO APPLY
1. Interested and qualified applicants should submit their applications together with the United Nations Personal History form (P-11) (see attached). 2. Submit applications by email ONLY to: [email protected]. Hand-delivered applications WILL NOT BE ACCEPTED. 3. All applicants MUST indicate the MONUSCO Job Opening number for which they are applying, on the subject line of their e-mails, e.g. MONUSCO/001/CORRECTIONS/2018 4. Applications submitted through DIGITAL SENDER WILL NOT BE ACCEPTED. 5. All applicants MUST indicate their telephone number and their email address. Applications without telephone numbers and email addresses WILL NOT BE ACCEPTED. 6. Applications received after the deadline WILL NOT BE ACCEPTED. 7. ONLY successful applicants will be contacted for WRITTEN SUBSTANTIVE and COMPETENCY BASED ASSESSMENTS TEST. 8. In line with the UN policy on gender balance, FEMALE QUALIFIED CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY. THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.