The position is located in the Srinagar office of the United Nations Military Observer Group in India and Pakistan (UNMOGIP). The Administrative Assistant performs the duties under the direct supervision of the Head of Mission Support Office-Srinagar and overall supervision of the Chief of General Service. Within delegated authority Administrative Assistant would be responsible for the following duties:

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Responsibilities

Ensures effective and efficient functioning of the Srinagar office by maintaining contacts with visitors and staff, make arrangements of appointments and meetings including meeting room reservations, compiling and preparing briefing and presentation material, background information and documentation for meetings.
Supports the office with leave monitoring of cleaning staff by maintaining their leaves and absence records.
Order and receive periodic office supplies from Islamabad office and maintain a proper inventory of stock for efficient stock management.
Issue supplies to staff in Srinagar and forward supplies to filed stations as and when required. Create and maintain inventory of items in Srinagar and perform periodic physical inventory check in Srinagar office.
Assist Head of Mission Support Office-Srinagar in making travel arrangements, hotel reservations, ID cards and other documents as and when requested.
Provide Administrative support to conferences, workshops, retreats. Assists in archiving and maintaining filing system, ensuring safe-keeping of confidential material and information.
Assist Head of Mission Support Office-Srinagar in all administrative matters concerning overall operations in Srinagar. Provide support by coordinating with various Section chiefs at UNMOGIP HQ Islamabad on Administrative matters pertaining to operations.
Participate in relevant training for administrative staff. Review entitlements-related claims and reports that are submitted for monetization purposes by Indian Army.
Provides advice and guidance to staff related to administrative procedures, processes and practices.
Liaise with stakeholders as and when necessary. Monitor and evaluates the effectiveness of related guidelines, staff rules, practices and procedures, make recommendations where necessary.
Drafts routine correspondence, maintain files of rules & regulations, administrative instructions and other related documentation.
Performs other duties as and when required.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, Shows pride in work and 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 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.

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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Knowledge of Microsoft Office tools mainly MS-Word, MS-Excel is required.

Work Experience

A minimum of five (5) years of progressively responsible experience in Administrative Services is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

Experience providing support in the areas of calendar management and in planning and arranging travel for field visits to operational settings is desirable.

Experience using Enterprise Resource Planning (ERP) tools e.g SAP/Umoja is desirable.

Experience within the United Nations Common system or comparable international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required;Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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  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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.