UNITED NATIONS
United Nations Organization Stabilization Mission in the Democratic Republic of the Congo
[UNLOGO]
MONUSCO
NATIONS UNIES
Mission de l’Organisation des Nations
Unies pour la Stabilisation en République Démocratique du Congo
VACANCY ANNOUNCEMENT (INTERNAL)
ADMINISTRATIVE ASSISTANT – GL-4
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DATE OF ISSUANCE: 12/01/2017
DEADLINE FOR APPLICATION: 26/01/2017
DUTY STATION: Multiple
JOB OPENING: MONUSCO/03/ADMIN-SCM/2017
United Nations Cores Values: Integrity, Professionalism, Respect for Diversity
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This vacancy is open exclusively to the nationals and ICs of the Democratic Republic of the Congo
Working within the MONUSCO
This position is located in the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO), and is based in Kinshasa. The incumbent reports to the Administrative Officer in the Office of the Chief Supply Chain Management.
Responsibilities: Within delegated authority, and under the guidance and direction of the Administrative Officer, the Administrative Assistant will carry out the following duties:
Provides general office support services to help ensure the smooth functioning of the Supply Chain Management Pillar.
Assists in administrative, HR, budget and supply chain issues
Assists with creation and updating of SCM organograms under the guidance of the Administrative Officer.
Assists with preparing documentation relevant to the full recruitment cycle.
Assists with searching and referencing human resources policy with the guidance of the Administrative Officer.
Coordinates and schedules meetings with other offices in addition to dealing with correspondence.
Prepares relevant meetings minutes and documentation including establishing archiving system
Maintains up-to-date the directory and call sign lists for Supply Chain Management (SCM)
Updates and maintains large distribution lists; assemble documents, reports and other materials for SCM dissemination, where possible using electronic formats.
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
Receives phone calls and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required
Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
Delivers urgent mail/messages.
Performs other duties as assigned.
Competencies:
Professionalism –Knowledge of general office and administrative support. Knowledge of administrative policies, processes and procedures. 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.
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.
Qualifications:
Education: High school diploma or equivalent.
Experience: At least 3 years work experience in administration or related area. Experience in Supply Chain Management is desirable.
Language: Fluency in oral and written English and French is required..
Other: Experience with ERP systems such as UMOJA and Inspira. Experience with MS Microsoft such as EXCEL and VISIO desirable.
HOW TO APPLY
Interested and qualified applicants should submit their applications with cover letter together with the United Nations Personal History form (P-11) and/or CV.
Submit applications by following method ONLY:
By Hand: Deliver to: MONUSCO FIELD OFFICES, MONUSCO-Kinshasa and MONUSCO-Goma (TMK and IEHQ)
All applicants MUST indicate the MONUSCO Job Opening number for which they are applying, on the sealed envelope. e.g. ADMINISTRATIVE ASSISTANT, GL-4 MONUSCO/03/ADMIN-SCM/2017
In line with the UN policy on gender balance, FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY.
Applications received after the deadline will NOT BE ACCEPTED.
ONLY successful applicants will be contacted for WRITTEN SUBSTANTIVE and COMPETENCY BASED ASSESSMENTS.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
