Overview
The Administrative Assistant will effectively and efficiently manage all administrative matters related to a section/office, including human resources management, budget and finance management, and provide general administrative support.
Tasks Summary
- Coordinates human resource activities such as recruitment, placement, relocation, performance appraisal, job classification reviews, and separation of staff.
- Oversees the maintenance of vacancy announcement files and tracks their status.
- Maintains records of performance evaluation status and assists in formulating responses to rebuttal cases.
- Advises staff on visa matters and other relevant rules and regulations.
- Coordinates the induction and orientation of new staff members.
- Provides advice and answers queries on classification procedures and processes.
- Provides information and advice to staff/consultants regarding conditions of service, duties, responsibilities, privileges, and entitlements.
- Monitors section’s/office’s staffing tables for various human resource activities.
- Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
- Assists in monitoring budget/work plan, suggests reallocations of resources, and implements them.
- Collects data from databases and prepares customized financial reports.
- Reviews, analyzes, and assists in the finalization of cost estimates and budget proposals.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommends reallocation of funds.
- Reviews and verifies the availability of funds for all requisitions.
- Ensures that allotments and exchange rates within relevant systems are updated.
- Monitors extra-budgetary resources, including review of agreements and cost plans.
- Assists in the preparation of year-end budget performance report submissions.
- Assists in the finalization of budget performance reports, analyzing variances.
- Coordinates guidance, training, and daily supervision to other staff.
- Provides assistance in drafting host country agreements, budget agreements, and contributions for grants.
- Identifies and resolves diverse issues and problems as they arise.
- Coordinates extensively with service units and liaises with internal team members.
- Performs other related administrative duties, as required.
Experience Requirements
- At least eight (8) years of progressively responsible experience within the United Nations system or private sector in the field of administrative services, finance, human resources, audit, or in other related fields is required.
- Experience in assisting the development and implementation of planning documents including RRB outputs and activities is required.
- Experience of working in UN peacekeeping operations in a post-conflict environment is required.
- Extensive experience using ERP (Enterprise Resource Planning) systems is required.
Qualification Requirements
- High school or equivalent diploma is required.
- Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
