Overview
The Administrative Assistant will report to the Head of the Resident Coordinator’s Office and support the UN Resident Coordinator's Office in Sao Tome and Principe. The role involves managing human resources, budget and finance, general administration, and contract administration.
Tasks Summary
- Initiates, reviews, processes and follows-up on human resource activities including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation of staff.
- Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices.
- Oversees the maintenance of vacancy announcement files and tracks their status.
- Reviews and processes personnel actions through ERP System like Umoja.
- Monitors staffing table and prepares relevant statistical data/charts.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Prepares or customizes financial reports from ERP system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- 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 work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Assists 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 such as web pages or brochures.
- Performs any other duties as may be assigned by the Supervisor, based on exigencies of the office/unit.
Experience Requirements
- A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
- The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
- Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable.
- Work experience with the United Nations or similar international organization is desirable.
- Work experience of one (1) year or more in Data Analytics is desirable.
Qualification Requirements
- Completion of High school diploma or equivalent, is required.
- Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable.
