Cadre organisationnel
Le poste est situé au sein du Bureau régional pour l’Afrique du Bureau de coordination des Nations Unies pour le développement (BCNUD) – Hub de Dakar, au lieu d’affectation de Dakar, au Sénégal, et relève du directeur régional adjoint du Bureau régional pour l’Afrique du BCNUD, basé à Dakar.
Responsabilités
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
GENERAL ADMINISTRATION
• Sets up, files, stores and manages data, minutes of meetings and information relevant to the scope of the DCO Regional Office for Africa – Dakar Hub coordination activities in support of RCs/UNCTs and AFPs regional directors.
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at DCO Regional Office, DCO Headquarters and Resident Coordinator Offices.
• Liaise with other administrative staff of the UNCT at the duty station and across Africa to ensure consistency in application of processes.
• Performs other related administrative duties, as required such as operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and maintenance of equipment, and/or organizing and coordinating seminars, conferences and translations.
• Liaise with UNDP on matters of interest (Provisioning of UNDP services for the Regional Office.
• Manage the Deputy Regional Director’s schedule, liaising with the Senior Administrative Assistant of the DCO Regional Office and facilitating participation in meetings with Resident Coordinators Offices, UN Country Teams (UNCT), Regional UN entities, DCO headquarters, staff of the DCO Regional Office for Africa – Dakar Hub, DCO Regional Office for Africa in Addis Ababa, and with other stakeholders and partners .
HUMAN RESOURCES MANAGEMENT
• In close collaboration with the Senior Administrative Assistant of the DCO Regional Office for Africa, coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Liaises with central administration/executive services in maintaining up-to-date information on the recruitment, relocation, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Advises staff on visa matters and follows up with UNDP on visa applications and facilitating the pickup of passports from embassies as appropriate and relevant.
• Monitors staffing tables for a variety of human resource activities, such as appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff; especially monitors appointments and reassignments of Resident Coordinators and ad interim appointment arrangements for Resident Coordinators ad interim (RCs) in West, Central and North Africa regions; maintains up-to-date list on RCs including their contact details.
BUDGET AND FINANCE
• In close collaboration with the Senior Administrative Assistant of the DCO Regional Office for Africa, provides expert assistance in the preparation and development of the DCO Regional Office for Africa work programme and budget.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Reviews requisitions for goods-and-services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in the preparation of budget performance submissions in coordination with other finance and budget staff on related issues during preparation of budget reports.
CONTRACT ADMINISTRATION/PROCUREMENT
• Provide operational coordination and administrative services in Enterprise Resources Planning (ERP – known as Umoja in the UN), to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
• Review and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
• Coordinate with day-to-day administration of contracts between the UN and external contractors for goods and services.
• Maintain internal files and relevant documentations for procurement activities.
• Inspect and receipt goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities
• Process the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance.
• Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff including grounds passes, property passes, swipe-card access and door keys.
Compétences
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.
PLAIINING 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.
CLINET 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.
Formation
High school diploma or equivalent is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Kindly refer to the GGST website at https://careers.un.org/lbw/home.aspx?viewtype=GGST&lang=en-US
Expérience professionnelle
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.
Experience with inter-agency or inter-organizational collaboration in sustainable development at the regional is desirable.
Experience working in a multicultural team at country, regional and global levels is desirable.
Connaissances linguistiques
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French is required. Knowledge of another official United Nations language is an advantage.
NOTE: « Fluency equals a rating of « fluent” in all four areas (read, write, speak, understand) and » Knowledge of” equals a rating of’ confident » in two of the four areas.
Méthode d’évaluation
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Notice spéciale
This position is available for an initial period of 364 days. Extension of appointment is subject to the availability of funds.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Services 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.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
Kindly refer to the GGST website at https://careers.un.org/lbw/home.aspx?viewtype=GGST&lang=en-US
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Charte des Nations Unies
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s’entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu’il entrave la bonne marche du service, est présenté comme une condition d’emploi ou crée au lieu de travail un climat d’intimidation, d’hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l’importance d’un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l’Organisation à l’accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l’Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d’instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d’accueil de leur compte Inspira.
Les candidatures feront l’objet d’une évaluation et d’un examen préalables sur la base des informations soumises conformément aux critères d’évaluation de l’avis de vacance de poste et aux dispositions législatives internes applicables de l’Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l’Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l’objet d’une attention particulière pour s’assurer de l’exactitude des renseignements qu’ils ont fournis dans leur candidature.
Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.
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