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VACANCY NOTICE NO: AA/SINGAPORE/2023
DEADLINE FOR APPLICATION:
21 March 2023
Recruitment Completed
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POST
Administrative Assistant (post open only for Singapore citizens and permanent residents)
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GRADE
G5
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DUTY STATION
Singapore, Singapore
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COMMENCEMENT OF DUTY
To be determined
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NATURE OF APPOINTMENT
Fixed-term - 2 years
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ORGANIZATIONAL UNIT
Regional Office for Asia and the South-West Pacific
Member Services and Development Department
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WMO is committed to achieving diversity and a balanced workforce. Applications are welcome from qualified women and men, including those with disabilities. The statutory retirement age after 1 January 2014 is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
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DUTIES AND RESPONSIBILITIES
Under the general supervision of the Director, WMO Regional Office for Asia and the South-West Pacific (RAP Office), the incumbent will perform the following duties:
Maintain the day-to-day administration of the RAP Office including procuring and maintaining office equipment, liaising with the Meteorological Service Singapore on office space and equipment as well as other provisions included in the Host Country Agreement;
Maintain financial records and monitoring systems to record and reconcile expenditure; ensure timely payments of invoices; and replenish accounts for the RAP Office and the representative offices in Bahrain and Samoa;
Liaise with WMO Finance, the Meteorological Service Singapore and the bank officials of the Regional Office Account to facilitate the Singapore Trust Fund;
Assist with preparing, monitoring and reporting on office budgets for the RAP Office and the representative offices in Bahrain and Samoa using the available systems and processes;
Coordinate procurement processes for the RAP Office, and the representative offices in Bahrain and Samoa;
Register, route, produce, coordinate and follow-up all incoming and outgoing correspondence and information within established deadlines for all staff in the RAP Office, and the representative offices in Bahrain and Samoa;
Provide administrative support for travel and activities relating to meetings and missions attended by staff in the RAP Office, and the representative offices in Bahrain and Samoa; assist with visa applications, where applicable, liaise with the WMO Travel Unit and Finance on official missions undertaken by staff of the RAP Office and the representative offices in Bahrain and Samoa;
Provide administrative support to external participants at meetings organized by WMO facilitating travel arrangements and payment of necessary costs in liaison with the WMO Travel Unit and Finance;
Perform routine personnel work in liaison with WMO Human Resources, including requests for new or renewed staff contracts, Immigration Exemption Orders, International Organization passes, and UN Laissez-Passer;
Maintain and update the ELIOS directory structure and database and archive relevant documents for the RAP Office and the representative offices in Bahrain and Samoa;
Follow up on UN security issues in Singapore including: UNDSS liaison and administration; and supporting the Head of RAP Office in their role as Area Security Coordinator for Singapore;
Carry out other relevant duties as required.
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QUALIFICATIONS
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Education
Completed secondary school education or equivalent secretarial, commercial or technical studies with a corresponding diploma.
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Experience
A minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area. Knowledge of UN administrative rules and regulations is desirable
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Other requirements
Excellent knowledge of Microsoft Office applications (Word, Excel and PowerPoint) and Oracle I-Procurement applications. Excellent communication and diplomatic skills as well as tact and sensitivity. Ability to draft and produce correspondence and documents, to manage workloads within a multi-structured environment and to pay attention to detail. Ability to work in a multicultural environment and to foster diversity, inclusion and team spirit.
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Languages
Excellent knowledge of English. Knowledge of other official languages of the Organization would be an advantage.
(Note: The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.)
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Possibility of renewal subject to the availability of funds and pending satisfactory performance after an initial probationary period of one year which can be extended up to a maximum of two years.
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| SALARY |
| Annual net base salary on initial appointment and after deduction for staff assessment is: SGD 39,799 |
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Additional Information:
THIS POST IS OPEN ONLY FOR CITIZENS AND PERMANENT RESIDENTS OF THE REPUBLIC OF SINGAPORE. Only applicants in whom WMO has a further interest will be contacted. Shortlisted candidates may be required to sit a written assessment and/or an interview.
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| Date of issue of vacancy notice:
21 February 2023
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This vacancy is shown for viewing only. Please follow instructions within the announcement if it is open for application.
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E-RECRUITMENT
