Monusco: Administrative assistant – GL-5

DATE OF ISSUANCE:                             28 June 2012

DEADLINE FOR APPLICATION:         12 July 2012

LOCATION & NO. OF POST:                  Kinshasa (1 post)

SECTION :                                                  PDU

JOB OPENING:                                          MONUSCO/24/PDU/2012

United Nations Cores Values: Integrity, Professionalism, Respect for Diversity

Description of Duties: Within Delegated authority, the Property Disposal Unit (PDU) Team Assistant is responsible for the following duties:

1. I.                   General Administration

• Follow – up on the day-to-day work of the Unit to ensure the timely submission of projects and reports.
• Analyze and review all incoming correspondence, and forward to appropriate staff, research and attach relevant background material when appropriate;
• Screen incoming calls and queries, redirect them to the appropriate staff member, respond to queries related to the general policies and work of the Service;
• Initiate and draft replies for signature of the chief with respect to general inquiries and routine matters;
• Organize and schedule meetings;
• Maintain and ensure accuracy of the PDU Services centralized trucking system and maintain its central filing system;
• Update Galileo Inventory system with required transaction prior and after assets disposal.
• Update list of waste disposal contracts including one for Hazardous waste material.
• Coordinate lot preparation, Disposal Certificates and Cannibalization documents accomplishment with regional PDU offices – electronically and in hard copy.
• Periodically create reports about assets status in Write off Disposal Module (WODM) using Business Objects applications.
• Archiving all PDU files in to Electronic Archiving System (EASY) as per prescribed procedure/manuals.
• Prepare requisition, maintain and distribute offices supplies to personnel in the unit.
• Maintain accurate and auditable records, in both hard copy and electronic format.

1. II.                Administrative related Activities:

• Perform administrative duties such as operational travel program, identification and maintenance of office supplies.
• Co-ordinate administrative arrangements for seminars, conferences and meetings.
• Enter, maintain and certify administrative data and records for time and attendance, of personnel.
• Assist in the preparation of processing administrative forms of personnel in the unit.
• Performs other duties as required.

v Qualifications and Experience:

• -Education: High School Diploma certificate requested. An additional University studies in Business Administration, Information Technology, Statistics or other relevant field is desirable. Information Technology vocational training is desirable.
• Experience with Galileo, Business Objects and Lotus Notes is an advantage.

• Working Experience: 5 years of progressively responsible experience within the UN system in the field of finance, accounting, human resources, audit, administrative services or in other related fields is desirable. Previous working experience in data analysis and data base management is highly desirable.

-Languages: Fluency in written and spoken English is required. In addition to that written and spoken French is an advantage

v  Competencies

• Professionalism: A comprehensive grasp of inventory accounting practices, data base management and Enterprise Reporting System. Ability to define and analyze trends in the Property Management area, operate project management software and develop reports and complex text documents. Ability to maintain focus and accuracy for sustained periods.
• Planning and Organizing: Demonstrated skills and ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.
• Communication: Proven communication (verbal and written) skills, including ability to prepare a range of reports and communications.
• Technological Awareness: High Expertise in Information Technology and its application to business practices and procedures, relevant to property management and distribution control and inventory. Excellent knowledge of methodologies for database management and analysis is essential.
• Teamwork: Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Ready to frequent missions in DRC territory.

 

HOW 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.