Overview
Provides administrative support for telecommunications services, including mobile and landline communications, internet service, and video conferencing. Liaises with service providers and internal teams for cost estimates, invoice processing, and budget adjustments.
Tasks Summary
- Serve as the responsible staff in SPS for mobile and landline communications, mobile devices and accessories, internet service, video conferencing, hosting; provide administrative support and liaise with the service providers, procurement team and technical teams for cost estimates, quotations, invoices processing.
- Assist Requisitioning Offices in planning of business continuity for the communication services.
- Create related shopping carts and saved purchase orders.
- Monitor invoices, expenditures and adjust the related budgets as needed.
- Verify contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Create and review payment requests to service providers through monthly invoices.
- Process the payment of contractors' invoices and monitor payments.
- Keep track of the payments to service providers.
- Follow up with service providers to resolve discrepancies identified on invoices and ensure timely and accurate reconciliation.
- Analyse the usage and preparation of estimates, assist with preparing budget by planning the requirements and estimating the related costs.
- Process cost recoveries for service delivery, telecommunication services, for mobile and landline communications, mobile devices and accessories, internet service, video conference support and UN WebTV, core personal computing services, hosting, ITS facilitation services, and licenses for the headquarters and field offices by working closely with colleagues in the Service Design and Provisioning Team and the Supervisor/Team Leader.
- Collect relevant information necessary to run the periodic cost allocation for workstation and mobile charges.
- Perform other tasks related to procurement, service delivery, cost recovery and other required actions.
- Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Review related administrative processes, identify gaps and suggest solutions to improve efficiency and to further digitalize the service delivery in line with the applicable United Nations rules and regulations.
- Coordinate and liaise with service units and internal team members both at headquarters and in the field.
- Assist 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.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other work-related duties as assigned.
Experience Requirements
- A minimum of five (5) years of work experience in the administration of telecommunication services or internet provision services is required.
- The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
- Work experience in contract management, including processing and monitoring of the payment of contractors' invoices, is required.
- Advanced skills in Microsoft Office Excel are required.
- Work experience with an Enterprise Resource Planning (ERP) system is required.
- Experience in accounting or budgeting is desirable.
- Work experience with SAP/Umoja with requisitioning and cost recovery transactional roles is desirable.
- Work experience within the United Nations Common System or similar international organization is desirable.
Qualification Requirements
- High school diploma or equivalent is required.
- Supplementary certifications/training in accounting, procurement, finance, or another relevant field is desirable.