Overview
The Administrative Assistant will be responsible for supporting the Human Resources Management, Budget and Finance, General Administration, and Contract Administration functions within the United Nations Alliance of Civilizations (UNAOC) Office in New York.
Tasks Summary
- Initiates, reviews, processes and follows up on actions related to the administration of the Unit’s human resource activities, e.g., leave and attendance records, timesheets, travel arrangements, expense statements, telecommunication charges, equipment purchase, service and supply requisitions, conference room bookings, etc.
- Responds to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices.
- Oversees the maintenance of job opening files and keeps track of status of job openings.
- Assists in the preparation and review of general office budget requirements.
- Monitors expenditures and compares with approved budget.
- Drafts routine correspondence when requested by UNAOC Director to respond to inquiries in respect to relevant administrative matters.
- 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; identification of office technology needs and maintenance of equipment, software and systems; provides logistical support to UNAOC corporate events, assists in organizing and coordinating seminars, and conferences).
- Assists UNAOC Director with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material, updates UNAOC directories and files all office documentation and publications.
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services; tracks publications as well as maintains an inventory of durable equipment and supplies.
- Compiles and analyzes basic data from a variety of sources, summarizing and presenting conclusions for review by manager.
- Audits contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Initiates payment process of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section, or Service for UN staff, including: UN grounds passes, property passes, swipe-card access and door keys.
Experience Requirements
A minimum of seven (7) years of experience in administrative services, finance, human resources or related area, is required. The minimum years of relevant work experience is reduced to five (5) years for candidates who possess a first-level university degree. Experience in supporting and providing logistical and administrative coordination of high-level United Nations events is required. Experience working with the United Nations or a large global organization’s systems and procedures is desirable. A minimum of one (1) year of experience in Data Analytics is desirable. Experience in liaising with United Nations Member States and their Permanent Missions or other similar international diplomatic offices is desirable. Experience in the use of Enterprise Resource Planning (ERP) systems such as Umoja or similar systems, is desirable. Experience creating personalized letters, labels, and envelopes using a provided data source, such as an Excel spreadsheet, and Mail Merge is desirable.
Qualification Requirements
High school diploma or equivalent is required. Additional certification in administrative services is desirable.
