Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Kinshasa
Country: Democratic Republic of Congo
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO), which is part of the United Nations' efforts to stabilize the country and support peacekeeping operations. MONUSCO was established to help the DRC transition from conflict to peace and to support the government in its efforts to maintain stability. The organization operates with a mission to protect civilians, support the government in its stabilization efforts, and promote human rights. MONUSCO employs a diverse workforce and operates in various regions of the DRC, focusing on areas affected by conflict and instability.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the Legal Affairs Office of MONUSCO by managing administrative tasks and ensuring the smooth operation of legal processes. This position requires a proactive individual who can handle sensitive legal documents and maintain confidentiality while managing various administrative functions. The role involves legal archiving, data management, and providing guidance to mission staff. The Administrative Assistant will also coordinate with different service units and assist in human resources management, budget preparation, and financial monitoring. The ideal candidate will be expected to demonstrate professionalism, effective communication, and teamwork skills while contributing to the overall mission of MONUSCO.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: managing legal documents and archiving sensitive materials, providing administrative support to the Legal Affairs Office, assisting in the review of host country agreements and budget proposals, coordinating with service units, monitoring accounts and payments, organizing seminars and conferences, and performing various human resource management tasks such as recruitment and performance appraisal. The role also includes budget and finance responsibilities, such as assisting in the preparation of work programs and budgets, monitoring expenditures, and ensuring compliance with UN regulations. The Administrative Assistant will be expected to track legal work data and present findings to the Senior Legal Advisor, as well as provide advice on visa matters and conditions of service to staff.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a minimum of five years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or a related area. Proficiency in computer skills, particularly in word processing and spreadsheets, is required. Experience in a legal affairs office, particularly with responsibilities for legal archiving and data management, is essential. Familiarity with UN administrative electronic tools such as Umoja or ERP is desirable, as is knowledge of UN rules and regulations.

Educational Background:
The minimum educational requirement for this position is a high school diploma or its equivalent. While specific job-related qualifications are not detailed, candidates are expected to have a solid understanding of administrative functions and the ability to apply relevant knowledge in a UN context.

Experience:
A minimum of five years of progressively responsible experience in relevant fields such as administration, finance, or human resources is required. Candidates should have solid experience in legal affairs, particularly in legal archiving and data management, and should be familiar with UN administrative processes and tools.

Languages:
Fluency in both oral and written English and French is mandatory, as these are the working languages of the United Nations Secretariat. Knowledge of another official UN language is considered an advantage, enhancing the candidate's profile for the position.

Additional Notes:
This position is for an initial period of one year, with the possibility of renewal based on the availability of the post and budgetary approval. The United Nations is committed to achieving gender balance in its workforce and encourages female candidates to apply. The recruitment process is thorough, with candidates undergoing reference checks and assessments. The UN does not charge any fees during the recruitment process, and reasonable accommodations may be provided for applicants with disabilities.