Overview
The Administrative Assistant will be responsible for supporting human resources management, budget and finance, general administration, and contract administration within the Resident Coordinator Office.
Key Responsibilities
- 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 reviews and processes personnel actions.
- Monitors staffing table and prepares relevant statistical data/charts.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- 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.
- Prepares or customizes financial reports from IMIS system generated reports.
- Co-ordinates with other finance and budget staff on related issues.
- 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.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors; 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 the collection and analysis of data as well as preparation of data presentations and reports.
- Assists with visualizations and updating information material such as web pages or brochures.
- Assists with day-to-day administration of contracts between the UN and external contractors.
- Audits the contractors' invoices against the goods and services provided.
- 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.
- Performs other duties as assigned.
Required Experience
A minimum of seven (7) years of progressively responsible administrative services, accounting, 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. Experience in providing administrative and management support to senior executives and to handle sensitive and confidential information is desirable. Work experience with an Enterprise Resources Planning system (such as UMOJA) 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. Relevant first-level university degree may be accepted in lieu of two years of required experience.
