Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: -

Human Resources Management
•Coordinates various actions related to the administration of the Division’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•Reviews and processes personnel actions through Umoja.
•Advises staff on visa matters.
•Provides advice and answers general queries on classification procedures and processes.
•Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
•Monitors Umoja staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Budget and Finance
•Provides assistance in the preparation and development of the Division’s work programme and budget.
•Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis.
•Supports the collection of data from relevant databases for the preparation of customized financial reports.
•Supports reallocations of resources and implements the reallocations as necessary.
•Provides assistance in the review, and preparation of the medium-term plan and its revisions.
•Assists in the review, analyses and in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements in the Divison, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
•Assists Senior Programme Assistants and managers in the elaboration of resource requirements for budget submissions.

General Administration
•Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
•Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
•Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Audits the contractors ‘invoices against the goods and services provided by the contractor and approved by the UN.
•Processes the payment of contractors' invoices and monitor payments.
•Prepares and processes all UN forms and permissions for contractual and Division staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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; 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Education

High school diploma or equivalent.

Work Experience

A minimum of ten years of progressive experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in implementation of HR policies, procedures and practices and working with word processing, spreadsheets and relevant software packages is desirable.

Languages

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