- Post title and level: administrative assistant, gl-5
- Date of issuance: 20 may 2011
- Deadline for application: 30 may 2011
- Section: sexual violence unit
- Duty station: kinshasa
- Vacancy announcement number: monusco/05/ec-su/11
The MONUSCO Administration invites qualified internal and external applicants and staff members in the relevant occupational group to apply for the position highlighted below.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Summary of principal functions
- Under the direct supervision of the Senior Advisor/ head of the Sexual Violence Unit, the Administrative Assistant is responsible for administrative and office support requirements.
- On instructions, draft routine correspondence to respond to enquiries in respect to relevant administrative and personnel matters and assist in the preparation of documentation for distribution to various offices.
- Register and distribute all incoming mail and ensure proper distribution of all outgoing mail.
- Establish and maintain a filing system for Sexual violence Unit archives and current documents in both electronic and hardcopy format.
- Date and maintain distribution lists; monitor, prepare and distribute various materials and reports.
- Schedules meetings and prepares minutes of meetings, briefings and appointments of Sexual Violence Unit.
- Maintain calendar/schedules, monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work Unit.
- Prepare routine administrative documents, including memoranda and letters.
- Compile requests for stationery and other office supplies and ensure delivery and distribution of same.
- Prepare process and follow up on administrative arrangements and forms related to the official travel of staff.
- Enter and maintain administrative data and records for time and attendance for all Sexual violence Unit Personnel and submit for approval at the end of each reporting period.
- Ensure smooth functioning of the Senior Advisor’s Office, screen all incoming correspondences/letters and timely flow of all correspondences and documents for the attention of Senior Advisor, the entire Section in general and take action as directed by the Senior Advisor.
- Coordinate/liaise with other Divisions/Sections including UNDP for any administrative matters and update accordingly (rules, regulations, circulars, recruitment, staffing, cash advance etc).
- Reviewing various accounting transactions, e.g., payroll, final payments, travel claims, etc, to ensure correctness of disbursements and adherence to relevant staff rules, financial regulations and rules, administrative instructions and practices;
- Perform other related duties as deemed necessary.
Qualifications
- Completion of secondary education or equivalent;
- Proficiency in encoding of data and in the use of MS Office applications (Excel, Word, Power point) is required. Specialized secretarial and/or management/executive assistance training/courses are desirable. Possession of a valid national driver’s license is an advantage.
Experience
- 5 years of progressive experience, including of administrative and office management assistance.
Languages
- Fluency in spoken and written English and French is required. Knowledge of another official United Nations language is an asset.
Competencies
- Commitment to continuous learning – Shows willingness to learn from others.
- Professionalism –Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify data discrepancies
- Teamwork – Ability to establish and maintain effective working relations in a multi-cultural, multi-ethnic environment. Works collaboratively with colleagues to achieve organizational goals.
- Communication – Good communications skills and ability to comprehend instructions on how to carry out related tasks. Speaks and writes clearly and effectively.
- Planning and organizing-Ability to plan and organize record keeping files, both paper and computer data bases. Allocates appropriate amount of time and resources for completing work.
Completed detailed application documentation as specified above referring should be forwarded to the attention of:
MONUSCO Human Resources Section/UTEX 2 (close to TIGO) with reference:
Vacancy # MONUSCO/05/EC-SU/11
or to this email address: [email protected]
Not later than the established deadline. Short-listed candidates will be called for a test. Applications from qualified female candidates are particularly encouraged.
Applications must be submitted using the United Nations Personal History form (P-11), which can be downloaded from the UN intranet or obtained from the Human Resources Section, KINSHASA
Applicants should indicate the vacancy announcement number on the applications and on the envelope.
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.
