ADMINISTRATIVE ASSISTANT

The UN Secretary-General's launched on ‎1 January ‎2019 a bold and new global
reform which repositioned the UN Development System to deliver more
effectively and efficiently with the achievement of the ‎2030 Agenda and the
Sustainable Development Goals. As part of this reform, UN Resident Coordinator
Offices (UN RCO), under the leadership of an empowered and independent UN
Resident Coordinator - the highest-ranking official of the UN Development
System and Representative of the UN Secretary-General at country level -
support countries in the achievement of their development priorities and the
attainment of the SDGs.

The position is located in the UN RCO in Riyadh, Kingdom of Saudi Arabia.

The Administrative Assistant works under the overall guidance of and reports
directly to the RCO Strategic Planner and Team Leader and coordinates closely
with the Executive Associate. The working environment entails working
collaboratively with the UN RCO team and Agencies staff and external
counterparts for the successful achievement of the responsibilities and
assigned tasks.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible
for the following duties:

General Administration
* Supports the management of the RC office space in the UN House and liaises with the building managers on all issues.
* Coordinates with service providers and liaises frequently with UN staff at Headquarters and regional levels on administrative issues.
* Manages IT requirements, including identification of office technology needs and organizing maintenance of equipment, software and systems.
* Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial, and personnel matters.
* Manages translation of key RCO documents into Arabic or English.
* Performs other related administrative duties such as asset management, supports operational travel; and supports the organization and coordination of seminars, and conferences.
* Liaises with UNDSS on preparation and processing of UN forms and permissions for RC Office staff, interns and contractors, for UN House grounds passes/swipe-card access.

Human Resources Management
* Initiates and follows-up on actions related to the RCO's human resource activities, including support on recruitment of staff, requests for visas and residency etc., ensuring consistency in the application of UN rules and procedures.
* Provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
* Maintains staffing table and prepare relevant statistical data/charts, including for UNDSS staff lists.

Budget and Finance
* Assists in the preparation of budget including financial, procurement, and human resource proposals, and consolidates budget/work programme for RCO's budget.
* Monitors expenditures and compares with approved budget; prepares adjustments as necessary and coordinates with Headquarters and Regional finance and budget staff on related issues.
* Manages and reports on the RCO's petty cash.

Contract Administration
* Manages administration of contracts between the UN and consultants and contractors for outsourced services, including reviewing the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
* Processes the payment of contractors' invoices and monitor payments.

Support to the UN Operation Management Team (OMT)
* Supports the Chair of the OMT, under the guidance of the RCO Head of Office, to plan OMT meetings, keep minutes of the meetings, track follow up on actions, and prepare brief notes for updates to the UNCT.
* Supports the Chair of the OMT and the RCO Team Leader to plan and implement corporate operational surveys.

Work implies frequent interaction with the following:
Staff within the RCO including outposted capacities and partners of the RCO.
Human resource, administrative, accounting staff in Agencies, Funds and
Programme and Headquarters, general support service and conference services
staff.
Consulting firms.

Results Expected:
Works with minimal amount of supervision; independently provides accurate
reports and/or records in the areas of work programming, budget/financial
management, personnel administration and other administrative functions;
efficiently supervises team of clerical staff or work unit.
Competencies
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.

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.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours
commitments; delivers outputs for which one has responsibility within
prescribed time, cost and quality standards; operates in compliance with
organizational regulations and rules; supports subordinates, provides
oversight and takes responsibility for delegated assignments; takes personal
responsibility for his/her own shortcomings and those of the work unit, where
applicable.
Education
Completion of high school diploma or equivalent is required. Bachelor's Degree
in Administration, Computer Sciences, or a related field is desirable.
Work Experience
Seven years of experience in administrative services, including finance, and
or accounting, and or audit, and or human resources or related area is
required.

Experience with Information Technology is desirable

Experience working for a United Nations entity is desirable.

Knowledge of the United Nations Information Technology systems is desirable.
Languages
English and French are the working languages of the United Nations
Secretariat. For the post
advertised, fluency in oral and written English and Arabic 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
Assessment
Evaluation of qualified candidates may include an assessment exercise which
maybe followed by competency-based interview.
Special Notice
Appointment against this post is on a local basis and is open for an initial
period of one year and may be subject to extension subject to legislative body
funding availability.

This position is subject to local recruitment pursuant to staff rule ‎4.4 of
the United Nations Staff Rules. However, Applicants may apply and be
considered for locally recruited positions no matter where they are currently
located (including the current serving staff members at other duty stations),
provided they are locally available upon appointment. They will be considered
locally recruited for purposes of SR ‎4.4. If selected, the GS staff member
will be responsible for any costs related to their travel and relocation in
the context or onboarding. If they do not already have the right to work in
the duty station, appointment is contingent on issuance of a visa from the
local authorities. A staff member subject to local recruitment shall not be
eligible for the allowances or benefits exclusively applicable to
international recruitment.

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. Internal Applicants: When completing the form, ensure ALL fields,
ALL professional experience and contact information are completed and up to
date. This information is the basis for the hiring manager to assess your
eligibility and suitability for the position and to contact you.

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.

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.

All applicants are strongly encouraged to apply on-line as soon as possible
after the job opening has been posted and well before the deadline stated in
the job opening. Online applications will be acknowledged where an email
address has been provided. If you do not
receive an e-mail acknowledgement within ‎24 hours of submission, your
application may not have been received. In such cases, please resubmit the
application, if necessary. If the problem persists, please seek technical
assistance through the Inspira "Need Help?" link.

The United Nations Resident Coordinator's Office values diversity among its
staff. We welcome applications from qualified Saudi women and men, including
those with disabilities.
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.

Job openings advertised on the Careers Portal will be removed at ‎11:59 p.m.
(New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT
PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED
NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.