Overview
The Administrative Assistant will be responsible for coordinating travel arrangements, monitoring expenditures, and processing administrative forms and payments.
Tasks Summary
- Co-ordinates arrangements for meeting participants.
- Records and monitors refunds from participants.
- Provides Umoja support on travel related issues.
- Provides information on travel and visa requirements.
- Calculates airfares and constructs itineraries.
- Creates travel and shipment authorizations.
- Calculates and records travel costs.
- Liaises with contracted travel agency.
- Monitors status of expenditures and updates budget tables.
- Reviews status of relevant expenditures.
- Reviews requisitions for goods and services.
- Prepares, processes and follows-up on administrative arrangements for travel.
- Drafts routine correspondence.
- Maintains files of rules, regulations and documentation.
- Maintains up-to-date work unit files.
- Coordinates with service units and liaises with internal team members.
- Assists in drafting social media content.
- Performs other related administrative duties.
- Organizes and coordinates administrative arrangements for seminars, conferences and translations.
- Assists with day-to-day administration of contracts.
- Audits contractors' invoices.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes UN forms and permissions for staff.
Experience Requirements
- At least five (5) years of experience in administrative services, finance, accounting, audit, procurement, human resources or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.
- Experience using Microsoft Office (Outlook, SharePoint, PowerPoint, Excel) is required.
- Experience working with an Enterprise Resource Planning (ERP) systems such as Umoja is required.
- Experience in planning and organizing regional activities is required.
- At least one year of experience in protocol, consular, visa services and coordination with the approval authorities is desirable.
- Experience on procurement procedures within the UN Common System and/or a similar International Organization is desirable.
- Experience in drafting social media content is desirable.
Qualification Requirements
High school diploma or equivalent.
