Overview
The Administrative Assistant will provide administrative support to the Programme Management Section for the UNON Conference Facilities Capital Project, ensuring business continuity of conference operations during construction.
Key Responsibilities
- Assist in recruitment processes, including initiating, processing, monitoring, reviewing, and following up on HR activities.
- Support intern, contractor, and consultant recruitments, monitor activities, and process payments.
- Review requisitions for goods and services to ensure correct expenditure and fund availability.
- Undertake general administrative functions in Umoja, such as requisitioning and processing payments.
- Draft routine correspondence, reports, and minutes.
- Ensure updated documents in Shared Teams folders and maintain electronic records.
- Coordinate with internal project management team members, division team members, and stakeholders.
- Serve as back up and alternate to other staff on administrative matters.
- Perform other related administrative duties, including Travel Plan monitoring, vendor payments, space planning, office technology needs, and event coordination.
- Assist in preparing and processing UN forms and permissions for staff.
- Liaise with project consultants and stakeholders.
- Support workshop, retreat, and official visit preparations and logistics.
- Support updates on project-related information platforms, including the UNON website and intranet.
- Perform any other assigned duties.
Required Experience
- A minimum of five (5) years of experience in administrative services or related area is required.
- The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
- Experience with the use of Enterprise Resource Planning (ERP) System (known as UMOJA within the United Nations) is required.
- Experience in providing assistance in UN HR recruiting process is desirable.
- Experience in writing reports and minutes of meetings is desirable.
- Experience in providing administrative support in conjunction with construction or renovation project is desirable.
- Experience in an administrative function within the UN Secretariat is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
- Completion of High school diploma or equivalent is required.
- Supplementary courses or additional training in administration is desirable.
