Posting Title: ADMINISTRATIVE ASSISTANT, FS4
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: International Residual Mechanism for Criminal Tribunals
Duty Station: ARUSHA
Posting Period: 31 October 2018 – 29 November 2018
Job Opening Number: 18-Administration-RMT-106023-R-Arusha (R)
Staffing Exercise N/A
Org. Setting and Reporting
This position is located in the Registry of the Arusha Branch,
International Residual Mechanism for Criminal Tribunals (“Mechanism” or
IRMCT), under the supervision and direction of the Head of the Legal
Section and Mechanism Special Adviser on Enforcement of Sentences in the
Office of the Registrar.
THE LIST OF NEW OPPORTUNITIES (91+ POSTS
Perform duties in two main areas: 1. Requisitioning, and 2. General
office, legal, servicing of meetings, and administrative support
services. Typical duties and responsibilities will encompass the
•Act as the Legal Section’s requisitioner: Identify requirements for
goods and services for the portfolios enforcement of sentences, United
Nations Detention Facility, released and acquitted persons, monitoring,
defense counsel, and court management; draft statements of work and
estimate not-to-exceed amounts; obligate funds in Umoja by raising Fund
Commitments, Shopping Carts, direct purchase orders or Travel Requests;
monitor expenditure against contracts and purchase orders, verify
invoices and raise Service Entry Sheets; liaise with contracted vendors;
request timely renewal of contracts.
•Act as administrative focal point for correspondence/queries between the Registry and external entities.
•Take and prepare written minutes of meetings; Draft routine
correspondence, documents, reports, letters, memoranda, etc. in English
and French and ensure necessary follow up. Handle incoming and outgoing
correspondence and other material in both English and French; Ensure
proper distribution within the Registry; Maintain a log of incoming and
outgoing correspondence related to the work of the Legal Section; Keep
track of deadlines with respect to submission and distribution of
documents produced by the Legal Section.
•Maintain and update files, including entering final documents into the
Mechanism’s electronic documents and records management system.
•Receive, screen and transmit telephone calls in English and French, and
answer queries with discretion. Answer enquiries accurately and provide
requested documents. Refer complex enquiries to members of the Legal
Section, as appropriate.
•Perform other duties as assigned.
•Professionalism: Ability to perform a broad range of administrative
functions. Sound knowledge of operational and administrative policies,
practices and procedures including records management/filing procedures,
and UN financial and procurement rules and regulations. Excellent
computer skills. Very good drafting and editing skills. Experience
dealing with confidential information. 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.
Takes responsibility for incorporating gender perspectives and ensuring
the equal participation of women and men in all areas 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.
•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, with excellent knowledge of
word-processing and other standard office software. Additional training
in the field of secretarial functions, administration, legal or related
area is desirable. Additional training in SAP/Umoja is highly desirable.
Minimum of 6 years of progressively responsible experience within the
United Nations system and/or the private or not-for-profit sector in the
field(s) of administrative or secretarial services, finance,
procurement, or in other related fields. Transactional experience in an
SAP system, such as the United Nations Umoja ERP, is an advantage.
Experience in an international legal environment is highly desirable.
English and French are the working languages of the Mechanism for
International Criminal Tribunals. For the post advertised, fluency in
both oral and written English and French is required. Working knowledge
of Kinyarwanda and/or Kiswahili may be an advantage.
There may be a technical test followed by a competency-based interview.
The appointment is limited to the Mechanism for International Criminal
Tribunals. Appointment of the successful candidate on this position will
be limited to the initial funding of the post. Extension of the
appointment is subject to the extension of the mandate and/or the
availability of funds. As the international tribunals are not integrated
in the Secretariat, UN Staff Members
serve on assignment or secondment from their parent department/office if
selected. Appointments of staff members in the United Nations are
subject to the authority of the Secretary-General. Staff Members are
expected to move periodically to new functions in accordance with
established rules and procedures, and may in this context be reassigned
by the Secretary-General
throughout the Organization based on the changing needs and mandates.
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 or sexual abuse, or crimes other than minor
traffic offences, 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.
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
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.
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’