Posting Title: Assistant to the Resident Coordinator, G6
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Resident Coordinator System
Duty Station: PRISTINA_ISC
Posting Period: 19 November 2020 - 03 December 2020
Job Opening Number: 20-Administration-RCS-144474-R-Pristina (X)
Staffing Exercise N/A
Org. Setting and Reporting
The position is located in the United Nations Resident Coordinators/ Development Coordinators Office (RCO/DCO) in Kosovo and reports to the UN Resident Coordinator (RC) / Development Coordinator (DC).
With the 2030 Agenda for Sustainable Development as its core, the UN SG’s report of December 2017 “Repositioning the United Nations development system to deliver on the 2030 Agenda: Our promise for dignity, prosperity and peace on a healthy planet” puts forward a comprehensive proposal on further improvements to the resident coordination system to ensure more coherent, accountable and effective support to the 2030 Agenda. This was further reinforced by the General Assembly resolution 72/729 of 1 June 2018, which gave the Secretary General the mandate to implement the repositioning.
A reinvigorated Resident Coordinator system is at the center of a repositioned United Nations development system and involves a reinforced Resident/Development Coordinator’s Office to ensure sufficient substantive capacities to lead and support UN teams on the ground.
Under the guidance and direct supervision of the RC/DC, the Executive Assistant to the RC/DC ensures effective and efficient functioning of the RC/DC Office, full confidentiality and sensitivity in all aspects of assignments, maintenance of diplomatic and protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Executive Assistant to the RC/DC works in close contact and collaboration with other RC/DC Office staff, UN Agencies, UN Mission and international diplomatic and development community as well as with central and local authorities at all levels to ensure efficient flow of information, actions on instructions and agendas.
Functions / Key Results Expected
Summary of key functions:
- Effective and efficient support to the RC/DC and the RCO/DCO
- Effective communications and administrative support to the RC/DC Office
- Effective facilitation of knowledge building and knowledge management
Ensures effective and efficient functioning of the RC/DC Office focusing on achievement of the following results:
- Management of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Maintenance of protocol procedures.
- Receiving and accommodating high ranking officials
- Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.
- Preparation of informal translations.
- Management of RC/DC missions and representation schedule.
- Maintenance of contact list of high-level partners, donors, UN Agencies, local institutions and others.
- Preparation of correspondence, directives, comments on behalf of RC/DC for his/her signature and making follow-up when required.
- Use of automated office management systems for effective functioning of the RC/DC Office.
- Ensures provision of effective information flow and sharing as well as administration support to the office focusing on achievement of the following results:
- Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
- Coordination of the information flow in the office, UN agencies and others as instructed, and dissemination of corporate and interoffice communication to staff as required.
- Facilitation of information sharing between UNCT and the UN Coordination Unit.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC/DC.
- Screening of all incoming calls and correspondence.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
- Exercise quality-control functions for documents, especially the ones requiring RC/DC signature, formatting, proofreading and editing the related texts so this adheres to internal formats, grammar, punctuation, protocols and style.
- Coordinates travel planning and logistical support arrangements for official missions of RC/DC and RCO/DCO team.
- Communicate and follow-up with unit driver in timely manner related to RC/DC’s daily schedule.
- Serve as RCO/DCO’s focal point for travel, administration / finance with UNDP operations.
- Support organization of advocacy events as required.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
- Sound contributions to knowledge networks and communities of practice.
- Assist in organization of trainings to UN staff on coordination, administration and protocol issues.
Impact of Results
- The key results have an impact on the efficiency of the RC/DC’s Office. Accurate and timely analysis and presentation of information strengthens the capacity of the RC/DC’s Office and promotes the image of UN as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• Planning& 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.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent.
Seven years of progressively responsible secretarial, administrative, programme, budget/financial, human resources management, public relations and official protocol experience or related area is required.
Experience in the usage of computers and office software packages (Excel, MS Word, PDF, etc.) and in handling of web-based management systems is desirable.
Experience within the UN system and familiarity with the UNDS reform and the RC system is desirable.
Fluency in English is required (oral and written), and excellent knowledge of the working languages Albanian (oral and written) and Serbian (oral and written).
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General´s Gender Parity Strategy. 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.
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